How ApproveThis + CalendarLink Cuts Approval Delays (Without the Meetings)

When Calendars and Approvals Finally Play Nice

Let’s be real – nothing kills momentum like chasing down signatures while juggling calendar invites. ApproveThis automates the "approval chase," while CalendarLink makes sure everyone shows up. Together? They’re the tag team that keeps projects moving when deadlines are breathing down your neck.

We’re talking about connecting the dots between decisions and actions. Someone approves a budget? Instant calendar event to kick off spending. Client RSVPs to your webinar? Auto-flag it for manager review. This isn’t just efficiency – it’s about closing gaps where things fall through the cracks.

Why Your Team Will Actually Use This Combo

Most approval tools live in their own little world. ApproveThis + CalendarLink through Zapier? They work where your team already does. Think:

• No new logins: Approvers click "yes" or "no" right from their inbox. Even that external vendor who still uses AOL.
• Deadlines that stick: Auto-add calendar holds when approvals are pending – no more "I didn’t know it was urgent!"
• Less babysitting: If Jane’s OOO, approvals auto-reassign. If the budget hits $10k, it escalates. You’re not the backup plan.

Real Uses That Don’t Suck (Seriously)

Generic "save time" claims are boring. Here’s how mid-sized companies actually use this:

1. Event Teams: RSVPs That Don’t Become Ghost Towns

Scenario: Your webinar hits 500 signups via CalendarLink. But wait – your contract with the speaker caps it at 400. Without automation, someone’s manually cross-checking lists. With the integration:

How it plays out: Every new RSVP triggers an ApproveThis request. If under 400, auto-approved. Over? Flags the events manager. Bonus: Auto-adds a calendar hold for the overflow waitlist review.

Why it works: Uses ApproveThis’ approval thresholds and CalendarLink’s real-time RSVP tracking. Prevents overbooking without micromanaging every signup.

2. HR: Onboarding That Doesn’t Haunt Your Dreams

Scenario: New hire starts next month. IT needs to set up gear, facilities needs a desk, payroll needs docs. Traditional approach: 12 back-and-forth emails. Integrated approach:

The fix: New hire added in CalendarLink? Triggers an ApproveThis workflow where each department lead gets a task with deadlines. Each approval auto-schedules setup tasks on their calendars. Miss a deadline? Escalates instantly.

Secret sauce: Combines ApproveThis’ sequential approvals with CalendarLink’s scheduling. HR isn’t playing detective to see who dropped the ball.

3. Sales: Client Onboarding Without the Amateur Hour

Scenario: Big deal closes. Now you need legal review, custom demo setup, and a kickoff call. Sales reps usually beg for calendar time. Integrated approach:

How it rolls: Once the contract gets final approval in ApproveThis, CalendarLink auto-generates a client-facing timeline. Each internal step (legal review, etc.) has a calendar hold. Delays? The rep gets nudged before the client does.

Why clients love it: They see real-time progress without endless check-in calls. Uses ApproveThis’ real-time tracking and CalendarLink’s client-friendly event links.

Setting This Up Without Losing Your Mind

Zapier makes this stupidly simple. Here’s the playbook:

1. Pick your trigger: “New RSVP” in CalendarLink or “Approval Requested” in ApproveThis.
2. Add filters: Like “Only if RSVPs exceed 400” or “If contract value >$50k”.
3. Map the fields: Send CalendarLink dates to ApproveThis deadlines, or vice versa.
4. Test with a real task: Approve a test request. See if the calendar event pops up. Fix what’s broken.

Pro tip: Use ApproveThis’ calculated fields to auto-flag high-priority items. Example: If an event’s projected attendance x ticket price hits a threshold, it routes to the CFO.

Who Actually Benefits (Besides Your Sanity)

Ops Teams: Audit trails show who approved what event budget, and when. No more “That wasn’t my job!”

External Partners: Clients approve project plans via email. No need for them to log into CalendarLink – keeps things professional without the access headaches.

Department Heads: Vacation delegation means approvals don’t stall when someone’s off-grid. CalendarLink still tracks original deadlines.

The Bottom Line (No Fluff)

ApproveThis + CalendarLink isn’t about flashy features. It’s about closing the loop between decisions and actions. You’ll know it’s working when:

- That big project starts before the deadline panic sets in
- External vendors approve things without 12 reminder emails
- Your calendar actually reflects reality, not best-case scenarios

Ready to stop herding cats? Get ApproveThis, connect your CalendarLink via Zapier, and let the tools take the heat.