ApproveThis manages your Swapcard Organizer Integration approvals.

When Approval Management Meets Event Execution

Let’s get real: event planning is 80% logistics and 100% herding cats. Between exhibitor contracts, VIP access badges, and session approvals, your team’s stuck playing middleman in a game of email tennis. Enter ApproveThis and Swapcard Organizer – the tag team that turns “Hey, did you approve that?” into “It’s already handled.”

Why This Combo Works

ApproveThis isn’t just another task manager. It’s built for companies where decisions need to happen fast but can’t afford mistakes. Swapcard? It’s the control center for events that don’t want to end up as LinkedIn memes about badge printer meltdowns. Together through Zapier, they fix the three big leaks in event planning:

• Approval black holes: No more tracking down signatures in Slack threads
• Data double-entry: Automatically update Swapcard when ApproveThis gives the green light
• External bottlenecks: Let clients/partners approve directly via email without needing Swapcard logins

Real-World Fixes for Event Teams

1. Session Approval → Instant Attendee Lists

Picture this: Your corporate client wants 15 people in their AI workshop, but legal hasn’t signed off on the content. With ApproveThis:

1. Legal team gets an email with one-click approve/reject
2. Once approved, Zapier auto-adds attendees to Swapcard sessions
3. Badges print with correct access levels before the coffee’s cold

Who this saves: Conference agencies drowning in “Can you resend the workshop list?” emails

2. Exhibitor Onboarding That Doesn’t Suck

Swapcard sees a new exhibitor application? ApproveThis slaps an approval workflow on it like a bouncer with a clipboard:

- Marketing reviews booth placement
- Legal checks contracts
- Finance confirms payment
All without leaving their inboxes.

Who this saves: Trade show teams tired of Excel sheet version control

3. VIP Badges That Actually Mean Something

When someone approves a keynote speaker request in ApproveThis:

1. Swapcard auto-adds “Backstage Access” badges
2. Catering gets notified about dietary restrictions
3. Speaker gets added to the mobile app lineup

Who this saves: Corporate event planners who’ve had a speaker waiting at the wrong greenroom

Setup That Won’t Make You Hate Tech

If you can order DoorDash, you can connect these tools:

1. Create a Zapier account (free tier works)
2. Pick your trigger: “New Request” in ApproveThis or “New Exhibitor” in Swapcard
3. Choose the action in the other app
4. Test with a real approval (pro tip: name your test request “Delete Me Later”)

Total time? Less than it takes to explain your current process in a Zoom call.

Who Gets Their Life Back

Marketing Teams

Stop chasing down CMO approvals for session changes. Set approval thresholds so small tweaks auto-approve, but major shifts get flagged. Bonus: Use Calculated Fields to auto-approve sessions under 10% budget changes.

Operations Crews

Swapcard room capacity at 90%? ApproveThis can:
- Auto-approve internal staff
- Require VP sign-off for external guests
All while updating Swapcard badges in real-time.

Finance Departments

Exhibitor fees not paid? Approval workflows freeze badge access in Swapcard until AR clears it. No more awkward “Your CEO can’t enter” convos at registration.

The Nuts and Bolts You Care About

No license sprawl: Approvers get everything via email – no new logins, no $50/user/month charges for external partners.

Delegate without drama: When your event lead takes PTO, approvals auto-reroute to their backup. No “Out of Office” reply chains.

Audit trails that matter: See which exec held up the catering approval (and exactly when they opened the email).

When to Use This vs. Spreadsheet Suffering

Still manually updating Swapcard? Let’s break down the math:

Scenario: Monthly webinar series with 20 speakers
Old way: 15 mins per approval email × 20 = 5 hours/month
New way: 5 mins to set up the Zap × 1 = 5 mins

That’s 4 hours and 55 minutes back. Enough time to actually attend one of those webinars.

Bottom Line for Busy Teams

ApproveThis + Swapcard Organizer isn’t about flashy features. It’s about:

• Killing approval lag that forces weekend work
• Ditching “Did you get my update?” Slack pings
• Looking like you’ve got event tech figured out (even if you’re winging it)

Your Move

If your event approvals currently involve more than two “Per my last email” follow-ups, it’s time to automate. Start a free ApproveThis trial or book a 15-minute demo where we’ll show you how to:

1. Connect Swapcard in under 5 minutes
2. Set up your first auto-approval rule
3. Stop being the human API between your tools