The challenge
In the highly personalized world of boutique resorts, maintaining strong guest relationships is key. Rancho La Puerta needed a way to streamline its guest data management, particularly around reservations and guest interactions.
Their goal was to eliminate the manual data entry required between ResortSuite, their booking system, and HubSpot, their CRM. This manual process not only risked data duplication and entry errors but also diverted staff time away from delivering high-quality service.
By automating these data flows, Rancho La Puerta aimed to free up staff resources, improve data accuracy, and gain real-time insights into guest behavior, including stay history and preferences.
The solution
To address these needs, SyncMatters implemented a custom integration between ResortSuite and HubSpot using its iPaaS solution. This integration enabled a seamless transfer of guest data, keeping information accurate and up-to-date across both systems.
SyncMatters configured custom notifications to alert staff when data discrepancies were detected, allowing for prompt corrections.
Additionally, the integration included automated data cleansing and mapping, ensuring that guest information from ResortSuite was correctly aligned with HubSpot records.
With these enhancements, Rancho La Puerta could now see each guest’s visit frequency, stay history, and any special preferences directly in HubSpot, helping them create tailored experiences that resonate with returning guests.
The design
SyncMatters designed the integration with flexibility and ease of use in mind, allowing Rancho La Puerta’s team to manage and monitor data flows without the need for extensive technical training. The integration’s customizable notifications provide immediate, actionable insights when errors occur, while the metadata-driven auto-complete feature aids in rapid prototyping and efficient data handling.
This user-friendly approach ensured that the team could easily adapt the system to meet evolving needs without disruption. SyncMatters’ solution was tailored to Rancho La Puerta’s operational workflows, prioritizing both functionality and an intuitive user experience to support the resort’s high standards of guest service.
The results
With the SyncMatters integration, Rancho La Puerta now benefits from a robust, real-time view of guest data that enhances their team’s ability to personalize each guest’s experience.
The automated notifications reduce data inaccuracies by flagging discrepancies at the source, allowing staff to address issues immediately. Daily progress reports give management insight into data quality, revealing patterns that can be addressed to minimize errors.
The time saved from manual data entry has been redirected toward guest engagement, resulting in a stronger connection with guests and a more efficient operation overall.
This integration has positioned Rancho La Puerta to continue offering exceptional, data-driven guest experiences that foster loyalty and reinforce its reputation as a premier wellness destination.
