How Hippo Video used Optexity to bypass API limitations, automate Cvent workflows, and cut response times from hours to minutes.

‍

At a Glance

‍Customer: Hippo Video (Rajaganesh, VP)
‍Industry: Hospitality Tech / AI Automation
‍The Win: End-to-end "zero-touch" automation of RFP responses on Cvent.
‍The Metric: [1,500]+ RFPs processed monthly without human intervention.
‍The Impact: Replaced manual portal monitoring and form-filling with autonomous agents, increasing hotel win rates by ~30%.

‍

About Hippo Video

Hippo Video is a leading AI-native video platform transforming the hospitality industry. Their suite—covering Lead Capture, Proposal Automation, and Deal Rooms—helps hotels centralize leads and win more business by responding faster.

In the highly competitive hotel booking space, speed is currency: hotels that respond first win 72% of RFPs. Hippo Video’s mission is to help properties fix lead fragmentation, automate responses, and move from proposal to signed agreement instantly.

‍

The Challenge: The "Last Mile" Bottleneck

Hippo Video had built a world-class internal AI engine capable of ingesting an RFP, comparing it with a hotel's historical data, and generating a highly personalized, human-quality proposal in seconds.

However, they faced a critical infrastructure problem: Connectivity.

Major RFP platforms like Cvent do not offer open APIs for deep integration.

This created a severe "human bottleneck":

Manual Monitoring: Humans had to constantly refresh Cvent to check for new leads.
Manual Data Entry: After the AI generated the proposal, a human had to log back into the portal, navigate complex menus, and manually copy-paste data to submit it.
Latency & Error: This manual process introduced delays of hours or days—fatal in an industry where speed wins—and was prone to copy-paste errors.

Hippo Video realized that without automating the retrieval and submission steps, their real-time AI engine was stuck in a manual workflow.

‍

The Solution: End-to-End Browser Automation with Optexity

Hippo Video chose Optexity to bridge the gap between their AI and Cvent. Optexity enabled a fully automated, three-step workflow that requires no human intervention:

Intelligent Monitoring: Optexity agents automatically scan Cvent every 30 minutes to detect new RFP opportunities immediately.
Data Extraction: The agent navigates the portal to download necessary PDFs and structured data, feeding it directly into Hippo Video’s proprietary AI for proposal generation.
Automated Submission: Once the proposal is ready, Optexity navigates back to Cvent, fills out the complex response forms (pricing, availability, attachments), and submits the proposal to the client.

"Hippo's engineers simply recorded their screens doing the work once. With a few adjustments, we had a working automation for Cvent deployed within a single day."

‍

Why Optexity?

Hippo Video evaluated several alternatives before partnering with Optexity:

vs. Internal Build: Hippo attempted to build internal browser extensions, but maintaining them against the constantly changing DOM of external portals required excessive engineering effort.
vs. Other AI Agents (e.g., Stagehand/Browserbase): Competitor tools relying purely on LLMs for navigation were cost-prohibitive. Continuous monitoring (polling every 30 mins) burned through tokens, making the unit economics unfeasible. Furthermore, generic agents frequently "hallucinated" or stalled on Cvent’s complex multi-step forms.
The Optexity Advantage: Optexity’s ability to "record and pre-train" specific workflows allowed for high reliability and 100% completion rates. By converting repetitive steps into deterministic actions, Optexity slashed token costs and eliminated the "hallucinations" common in other tools.

‍

The Results (ROI)

By integrating Optexity, Hippo Video delivered on their promise of Real-Time Response for their hotel clients.

Real-Time Responses: Hotels using the system can now respond to RFPs in minutes rather than hours, directly correlating to a ~31% increase in win rates.
Zero Human Intervention: The burden of "swivel-chair" data entry wa

‍