ApproveThis manages your CalGet Integration approvals.

Why Combine ApproveThis and CalGet?

Businesses that manage events—whether internal meetings, client webinars, or public conferences—face two recurring challenges: getting timely approvals for event details and efficiently handling RSVPs. ApproveThis solves the first problem by automating approval workflows, while CalGet simplifies the second with its “Add to Calendar” links and RSVP tracking. Together, they create a seamless system where event planning becomes faster, more transparent, and less prone to errors.

When connected via Zapier, these platforms eliminate manual handoffs. For example, a marketing team can automatically trigger budget approvals for a webinar based on RSVP numbers, or an HR department can ensure new hire orientation events are only scheduled after all internal stakeholders sign off. The integration bridges the gap between decision-making and execution, making it ideal for teams that need agility without sacrificing oversight.

Key Benefits of the Integration

Accelerate Event Lifecycles

Traditional event planning often involves back-and-forth emails to confirm budgets, venues, or guest lists. With ApproveThis and CalGet, approvals and event creation happen in lockstep. A sales team launching a client workshop could set up a Zap where high-value RSVPs in CalGet trigger a custom approval workflow in ApproveThis—ensuring executives review VIP attendee lists before sending calendar invites.

Reduce Manual Errors

Manual data entry between systems increases the risk of mistakes. When ApproveThis automatically creates events in CalGet after approvals, details like dates, times, and descriptions are pulled directly from the original request. A nonprofit organizing a fundraiser might use this to guarantee that only approved event dates appear in public calendar links.

Improve Cross-Team Collaboration

ApproveThis allows external partners or clients to approve requests without needing a CalGet license. For instance, a PR agency could send calendar event drafts to a client’s legal team for approval via ApproveThis. Once approved, CalGet generates the final event link—all without requiring the legal team to access the agency’s internal tools.

Real-World Use Cases

Use Case 1: Automate Approval Requests for RSVPs

When CalGet detects a new RSVP response—like a VIP accepting an invite to a product launch—ApproveThis can initiate a tailored approval process. This is critical for industries where attendee lists impact resource allocation. For example:

• Tech Startups: Automatically flag RSVPs from investors or press and route them for executive review before confirming attendance.
• Event Planners: Trigger venue upgrades or catering adjustments when RSVPs exceed a threshold, requiring budget holder approval.

ApproveThis’ approval thresholds add flexibility here. If an RSVP-triggered request falls under a predefined cost limit, it can auto-approve, saving time for routine decisions.

Use Case 2: Create Calendar Events After Approvals

Once an event request is approved in ApproveThis, CalGet can generate a shareable calendar link without manual input. This works well for:

• HR Teams: Schedule onboarding sessions only after all department heads approve the agenda.
• Consulting Firms: Auto-publish client workshops to calendars after contract terms are reviewed.

ApproveThis’ calculated fields enhance this workflow. For instance, if an approved request includes a variable event duration, CalGet can dynamically adjust the calendar event’s end time based on real-time calculations.

Setting Up the Integration

Connecting ApproveThis and CalGet via Zapier takes under 15 minutes:

1. Create a Zapier Account: If you don’t have one, sign up for Zapier (free tier available).
2. Choose Your Trigger: Select either “New RSVP Response” (CalGet) or “New Request” (ApproveThis).
3. Connect Accounts: Authenticate ApproveThis and CalGet with Zapier using API keys or OAuth.
4. Map Data Fields: Ensure critical details like event dates, attendee emails, or approval comments transfer between apps.
5. Test and Activate: Run a test with a sample RSVP or approval to confirm the Zap works.

Pro Tip: Use ApproveThis’ conditional logic to route requests. For example, RSVPs from specific domains (e.g., “@investor.com”) can be flagged for extra scrutiny.

Team-Specific Advantages

Marketing Teams

Speed up campaign-related event approvals. If a social media manager plans a live demo, ApproveThis can route the request to legal for compliance checks. Once approved, CalGet instantly shares the event link with registrants.

Operations Teams

Link procurement approvals to event scheduling. For example, approving a conference room booking in ApproveThis could trigger a CalGet event that syncs with facility management calendars.

External Partners

Clients or vendors can approve events via email without needing access to CalGet. A freelance designer might approve a project kickoff meeting time through ApproveThis, which then populates the event in the agency’s CalGet calendar.

Maximize Your Workflow

Combine ApproveThis features like vacation delegation and approval groups with CalGet’s RSVP tracking for robust scenarios. For example:

If an approver is out of office, requests are rerouted automatically, preventing delays. Meanwhile, CalGet tracks declining RSVPs for a webinar, triggering a new approval workflow to adjust the marketing spend.

Final Steps

ApproveThis and CalGet solve distinct but interconnected problems. By automating the bridge between approvals and event management, teams reduce bottlenecks, improve accuracy, and keep stakeholders aligned—whether they’re internal employees or external partners.

Ready to transform your event workflows? Register for ApproveThis or explore CalGet’s features to get started. For a personalized walkthrough, schedule a demo and see how approval automation can fit your team’s needs.