ApproveThis manages your ROOM Portal Integration approvals.

Two Tools, One Unified Solution

ROOM Portal delivers real-time visibility into workspace usage – but knowing what’s happening in meeting rooms or phone booths is only half the battle. ApproveThis adds the critical layer of actionable decision-making, turning raw data into resolved tasks. Together, they automate approvals for facility management, incident response, and cost control – without requiring approvers to learn new systems.

Why This Integration Matters for Modern Teams

Facility managers in hybrid workplaces juggle rising demands: underused spaces drain budgets, while booking conflicts frustrate employees. ROOM Portal’s motion sensors identify problems (unauthorized use, maintenance needs), but teams still waste hours chasing approvals via email. ApproveThis cuts this lag by embedding approvals directly into the tools teams already use.

Example: A law firm’s office manager receives 20+ daily requests for room repairs. Without automation, each requires manually creating tickets, checking budgets, and tracking down department heads. The integration routes these requests through predefined approval rules, auto-escalating urgent issues while filtering out minor tasks.

Key Use Cases: From Alerts to Actions

Automated Incident Reporting

ROOM Portal detects motion in a reserved phone booth that’s been occupied for 2+ hours. ApproveThis triggers a maintenance approval workflow, attaching booth ID and duration data. The facilities team reviews costs (overtime cleaning fees, potential repairs) using calculated fields, then approves/dispatches staff.

Who benefits: Property management companies handling multiple client sites. Approval thresholds auto-approve minor cleaning requests under $200, while major issues alert both the client and internal teams.

Compliance Audits Made Simple

Healthcare providers using private consultation rooms must document every occupancy for HIPAA compliance. ROOM Portal’s motion events trigger ApproveThis to collect approvals from department heads, attaching timestamps and room IDs. All records are stored with full audit trails – no more lost spreadsheets.

Budget-Driven Space Management

Coworking spaces often negotiate custom rates with enterprise clients. When ROOM Portal detects a client’s team using premium meeting rooms beyond their plan, ApproveThis routes usage reports to account managers. Dynamic approval thresholds highlight overages, letting teams upsell or enforce policies.

Setup in 3 Steps (No Coding)

Using Zapier, connect ROOM Portal and ApproveThis in under 15 minutes:

1. Trigger: Select ROOM Portal’s “New Motion Event” trigger.
2. Action: Map sensor data (room ID, duration) to ApproveThis’ “Create Request” action.
3. Customize: Set approval rules – thresholds, approvers, and reminders.

Pro tip: Use ApproveThis’ calculated fields to auto-calculate costs based on room rates or overtime fees before sending for approval.

Team-Specific Benefits

Facilities & Operations

Reduce time spent on routine approvals by 65%+ with automated routing. Escalation rules ensure urgent maintenance (e.g., broken AV equipment) bypasses junior staff, going straight to directors after 15 minutes of inactivity.

Finance

Prevent budget overruns by attaching real-time usage data to approval requests. See how often departments exceed room allowances, and use historical data from ApproveThis dashboards during budget reviews.

IT & Security

When motion sensors detect after-hours access, ApproveThis routes security check requests to on-call staff. Vacation delegation ensures coverage – if the primary approver is OOO, requests go to their backup automatically.

Critical Features That Make It Work

ApproveThis’ email-based approvals let external vendors or clients review requests without needing ROOM Portal access. For example, a building landlord can approve after-hours HVAC extensions directly from their inbox.

ROOM Portal’s API provides granular data – which ApproveThis uses to enforce policies. If sensor data shows a room is 80% vacant during a “fully booked” meeting, approvers can investigate potential no-shows or booking misuse.

Why Teams Choose This Over Native Tools

While ROOM Portal alerts teams to issues, it lacks built-in approval logic. ApproveThis adds layered decision-making: conditional routing (“West Coast approvals go to Regional Directors first”), legal holds, and compliance checks. Together, they close the loop between detection and resolution.

Getting Started

Prioritize high-impact workflows first – unauthorized room usage, maintenance tickets, or client billing disputes. Use ApproveThis’ free trial to test scenarios, then scale to other use cases.

For teams managing 10+ rooms, the ROI is clear: one property manager reduced approval delays by 11 hours/week, saving $28K annually in lost productivity. ROOM Portal’s real-time data paired with ApproveThis’ routing logic makes this possible.

Final Thoughts

This integration isn’t about replacing human judgment – it’s about eliminating the busywork that slows it down. ApproveThis becomes the bridge between ROOM Portal’s raw data and your team’s operational playbooks.

Next step: Register for ApproveThis or explore ROOM Portal’s capabilities. For complex setups, request a demo to see tailored use cases for your industry.