The Challenge: Static Proposals with No Visibility

Before adopting UpMail, the team at King Kamehameha Kona Beach Resort relied on a mix of a legacy proposal tool, Word documents, and email to create and send proposals. These were typically delivered as PDFs or multiple attachments, making them difficult to navigate and visually unengaging.

A major limitation was the lack of insight into client engagement. Once a proposal was sent, the sales team had no way of knowing whether it had been opened, reviewed, or shared internally. Follow-ups were largely guesswork, with little understanding of what content resonated most with decision-makers.

Although the team occasionally shared 360° tours from Visiting Media, these were sent as generic URLs outside the proposal. While clients verbally expressed interest in the tours, there was no reliable way to track views or measure their impact.

Within the proposals themselves, content was largely static. Images were used sparingly, videos even less so, due to the effort required to embed and manage rich media. Many proposals were built from scratch, resulting in inconsistent formatting and significant time spent recreating similar content.

Overall, the team lacked a scalable, visually compelling way to showcase the property – and, critically, had no visibility into how clients were engaging with their proposals.

The Solution: Dynamic, Trackable Proposals with UpMail

To solve these challenges, the team implemented UpMail to modernize and streamline their proposal process. They created visually polished proposal templates with Visiting Media’s 360° tours preloaded directly into the content. This allowed the team to easily highlight specific areas of the property, such as guestrooms, meeting spaces, and key amenities, based on each client’s needs.

Because all links within UpMail are tracked, every interaction with a 360° tour is measurable. The sales team can now see exactly which spaces clients explore, providing valuable insight into interests and intent.

In addition to immersive tours, the team can seamlessly include photos, documents, and supporting links in a clean, organized layout. Proposals that once took considerable time to assemble can now be customized in minutes, while maintaining a consistent, professional brand presentation.

The Result: Measurable Impact on Speed, Engagement, and Conversion

Since adopting UpMail with embedded 360° tours from Visiting Media, the team has seen clear, quantifiable results:

• 26.7% increase in conversion rates
• Fully customized, media-rich proposals built in under 10 minutes
• 80+ tracked clicks on 360° tours within proposals

Beyond the metrics, the team gained confidence in how they present the property – knowing that every proposal is both visually engaging and insight-driven.

The Impact: Real Results, Real Feedback

Rather than abstract benefits, the impact of UpMail and Visiting Media is best reflected in how both the sales team and their clients describe the experience.

From the Sales Team’s Perspective
The team reports a noticeable shift in how they build and present proposals. What was once a manual, time-consuming process is now fast and repeatable, without losing quality.

They consistently highlight how easy it is to assemble proposals that look polished and professional, even when working under tight deadlines. Having 360° tours embedded directly into templates removes friction and ensures rich content is included every time, rather than as an afterthought.

Just as importantly, engagement tracking has changed how the team follows up. Being able to see which spaces and links a client viewed gives them confidence in their conversations and allows them to focus on what genuinely matters to the buyer.

From the Client’s Perspective
Client feedback consistently points to how the proposals feel more credible, easier to navigate, and more immersive than traditional PDFs.

Professionalism
“The proposal was presented in a polished, organized manner. The branding for King Kamehameha Kona Beach Resort came through clearly, and the layout felt clean and intentional. Pricing and inclusions were formatted consistently, which made the proposal feel credible and well-prepared.”

Clarity & Readability
“The structure made it easy to follow the flow of information, from guest rooms to event details to added-value offerings. Headings were helpful, and all core details—dates, rates, taxes, and concessions—were clear and understandable for decision-making.”

Engaging, Immersive Content
“The images and visual elements brought the resort experience to life, especially the oceanfront location and on-site amenities. Including links to dining, activities, and resort details added depth.”

Together, this feedback reinforces how UpMail proposals don’t just look better – they actively support understanding, alignment, and confident decision-making.

By combining UpMail’s dynamic proposal platform with Visiting Media’s immersive 360° tours, proposals evolved from static documents into persuasive, insight-driven sales tools – strengthening engagement, improving follow-ups, and ultimately driving higher conversion.