Inside WhiteVillas' one-system guest experience

WhiteVillas ran guest communication, bookings, and marketing across Duve, Guesty, and separate marketing tools, with a website that could not answer a visitor in real time. HubXpert migrated everything into HubSpot, then built an AI-powered agent, live booking intelligence, and campaign reporting on top of that single system.

88be5384eed232db615e14917069ea09d06b5788

System, All guest data unified

24/7

AI powered website coverage

Lead capture increase

Company WHITEVILLAS

Location TURKS & CAICOS ISLANDS

Industry TRAVEL AND HOSPITALITY

Services

HUBSPOT MIGRATIONS HUBSPOT WEBSITE HUBSPOT MARKETING HUB HUBSPOT INTEGRATION

Live preview Website Link

Summarize this case study with

Client Location and Industry Description

About WhiteVillas

WhiteVillas is a premium resort brand built around bookings that start on its own website and move through several tools before a guest ever checks in.  

Guest communication ran through Duve, reservations and property operations ran through Guesty, and marketing ran separately again. Each platform did its own job, but nothing connected them, and nothing on the website itself could answer a visitor in real time. A person asking about availability at 11pm had no one to respond, and by the time someone replied the next morning, a lot of that intent had already gone somewhere else.

What You Will Learn:

1 How to migrate guest and booking data out of specialized hospitality tools without losing what they tracked
2 How to run marketing, sales, guest communication, and an AI website agent from one shared system
3 How to connect a chat agent to live booking data and route what it captures straight into a CRM record

1
Guest and operational data were split across platforms.

Duve, Guesty, and separate marketing tools each held part of the guest relationship, with no single record pulling it together.
2
There was no real-time response system on the website.

Visitors were not receiving instant responses, which led to missed engagement and drop-offs right at the inquiry stage.
3
Booking-stage drop-off ran high.

Potential guests left before finishing an inquiry because of delays in communication and no guided interaction to keep them moving forward.
4
The team depended heavily on manual work.

Phone calls and manual follow-ups created inefficiencies and put a hard ceiling on how much the process could scale.
5
Leads outside business hours went missing.

There was no system in place to capture or respond to inquiries after hours, and those were often the highest-intent leads.
6
Leadership had no unified view of performance.

Sales, marketing, and guest communication activity lived in different systems, so judging how the business was doing meant checking several places and trusting they added up.
7
Campaigns ran without a shared source of guest data.

Email and landing page campaigns were not built on the same information driving bookings, which limited how targeted or personal they could be.

1
Migrated guest and booking data out of Duve and Guesty.

Brought marketing automation, guest communication, and lead workflows into HubSpot, so the business runs from one source of truth instead of three disconnected platforms.
2
Deployed an AI-powered website agent.

Implemented HubSpot's Customer Agent to hold real, natural conversations with visitors, with responses designed specifically for hospitality questions rather than generic small talk.
3
Connected the agent to live booking calendar data.

The agent answers with real villa availability instead of a guess, and the team no longer has to check availability by hand for every inquiry.
4
Built a lead qualification and scoring system.

Captured whether a visitor wanted to book, ask a question, or get support, collected their contact details and preferences, and ranked them automatically so the team knows who to prioritize.
5
Automated internal routing and notifications.

High-priority and urgent inquiries trigger instant internal notifications and get routed automatically, instead of waiting on someone to notice them.
6
Launched dynamic, personalized campaigns.

Built dynamic emails and personalized landing pages for a winter campaign, using the same guest data that drives bookings, plus automation that surfaces upsell and cross-sell opportunities on its own.
7
Built dashboards for campaigns and ROI.

Leadership can see support, sales, and marketing performance together in real time, instead of piecing it together from several systems.

234d4199151d91d2f691b7655c22b42b654f8644 — Benchekroun, K. Co-Owner, White Villas Turks and Caicos

Phase 1

Discovery  and Mapping

Mapped guest, booking, and marketing data across Duve, Guesty, and other tools before any move.

Phase 2

Data  Migration

Migrated guest communication, booking, and lead workflows from Duve and Guesty into HubSpot.

Phase 3

AI Agent  Deployment

Deployed the AI website agent, connected to live booking data, for real-time hospitality conversations.

Phase 4

Lead Qualification & CRM Integration

Built intent capture, lead scoring, and automatic contact, deal, and ticket creation from every conversation.

Phase 5

Workflow  Automation

Set up internal notification routing and the personalized winter campaign on shared guest data.

Phase 6

Reporting and  Handover

Built centralized dashboards covering conversations, campaigns, and ROI, and trained the team on reading them.

System, All guest data unified

24/7

AI powered website coverage

Lead capture increase

HubSpot became the single source of truth. Guest data and operational activity now live in one system instead of three, so nothing has to be reconciled by hand.

Lead capture increased by 5%. Structured AI conversations improved engagement and converted more visitors into qualified leads.

Every visitor gets a response, 24/7. Instant coverage regardless of time of day means high-intent after-hours inquiries are no longer lost before anyone sees them.

Lead quality improved, and upsell and cross-sell opportunities increased. Pre-qualified leads provide context for the sales team, while automation reveals new revenue opportunities in the guest journey.

Manual workload dropped. Automation removed the team's dependency on manual first responses, repetitive follow-ups, and reconciling guest data across systems by hand.

Leadership can make decisions on real-time data. Dashboards connect conversations, campaigns, and ROI in one place, instead of a report stitched together after the fact.

Before

Manual

Guest data split across Duve, Guesty, and other tools
No real-time system, so visitors got no instant answer
High booking drop-off from delays and no guided help
Heavy manual work on phone calls and follow-ups
After-hours leads went unanswered until next business day
No unified view across sales, marketing, and support

After

Automatic

Guest, booking, and marketing data unified in HubSpot
An AI agent answers visitors in real time, live availability
Every conversation logged as a contact, deal, or ticket
24/7 coverage with no inquiry lost to time of day
A personalized winter campaign with automated upsell offers
Centralized dashboards connecting conversations and ROI

No. The migration moved guest communication, booking, and lead data into HubSpot rather than leaving it behind or starting over.
No. It handles the first response and qualifies the conversation, then hands a structured lead to the team, rather than replacing the people who close a booking.
It is connected directly to live booking calendar data, so every answer about villa availability reflects what is actually open at that moment.
The full engagement, migration, the AI agent, campaigns, and reporting, ran 8 weeks. The AI agent specifically was deployed within a 2-week window inside that larger build, since it depended on the migration being done first.
Through dashboards that connect conversations, campaign activity, and sales outcomes in real time, rather than reports that only show one piece of the funnel.

bOOK CONSULTATION

Ready to Build the Engine Behind Your Growth?

We build the systems underneath growth. CRM, website, search, outbound, and automation, connected so your team stops doing the work software should do.

Takes 30 minutes

Delivered by certified HubSpot expert

Inside WhiteVillas' one-system guest experience