UpMail Integration Guide

UpMail is a proposal and sales enablement platform built for hotel and venue sales teams. When you integrate with UpMail, your virtual tours embed directly into sales proposals, so prospective clients can explore your property's spaces while they review the details of their event or group booking.

What UpMail Does

UpMail replaces static, PDF-based proposals with dynamic, media-rich proposals that sales teams can build quickly and track after sending. Hotel and venue teams use UpMail for sales proposals, follow-ups, contract delivery, and event planning communications.

When your virtual tour content is embedded in an UpMail proposal, clients can step inside your meeting rooms, guest rooms, and event spaces without downloading attachments or leaving the proposal. UpMail also tracks engagement, so your sales team can see which spaces a client explored and follow up with confidence.

Content That Works with UpMail

UpMail currently supports:

• 360° tours: Immersive panoramic views of guest rooms, meeting spaces, event venues, and other property areas
• 3D models: Full property or space-level 3D walkthroughs

These assets give clients a more engaging proposal experience than static photos, letting them explore your spaces interactively as they evaluate your property.

How the Integration Process Works

Visiting Media handles the link work for you. You do not need to send anything to UpMail, and you do not need to pull individual space URLs out of your tour.

1. We build your asset workbook. It covers every immersive asset at your property, grouped by public spaces, meetings and events, guestrooms, and dining. Each row links straight to that specific space.
2. We send it to UpMail directly. Their team works from the workbook to embed your spaces into your proposal templates. Nothing routes through your property.
3. We keep it current. The workbook includes a change log where reshoots and new assets are recorded as they land, so UpMail is always building from your live content.

If UpMail asks your team for tour links directly, you can let us know — but in most cases we are already coordinating with them and the workbook is on its way.

Choosing What to Feature

Your workbook covers everything, but it still helps to think through which spaces will do the most work in a proposal:

• Meeting rooms and event venues that group and events clients evaluate first
• Room types that represent your accommodations range
• Key amenities like pools, restaurants, or outdoor spaces that shape the event experience
• Unique features that differentiate your property from the comp set

What to Expect After Integration

Once UpMail has integrated your virtual tour content, your tours will be available as embedded content in your team's proposal templates. Your sales team works with UpMail directly on proposal design and where tours appear.

Your virtual tours remain hosted on the Visiting Media platform. If you make significant changes to your tours, or want different spaces featured, tell us and we will update the workbook UpMail works from.

Getting Support

For questions about:

• Your workbook, or the assets in it: Contact Visiting Media support
• Which spaces to feature in proposals: Contact Visiting Media support for guidance on selecting high-impact content
• Proposal templates, tracking, and UpMail features: Contact UpMail directly ([e-mail])

Need additional help? Contact our support team and we'll be happy to assist you.