ApproveThis manages your KnowMy Integration approvals.

Why Approval Workflows Belong in Your Onboarding Process

Modern businesses face a critical challenge: keeping pace with rapid growth without sacrificing oversight. For HR teams, operations managers, and compliance officers, this tension often plays out in onboarding processes. Employees need quick access to tools and resources, but organizations require guardrails to maintain security and accountability. This is where the combination of ApproveThis and KnowMy creates a unique advantage.

KnowMy excels at structuring stakeholder journeys - whether onboarding new hires, contractors, or external partners. But when those journeys require approvals (budget sign-offs, security clearances, or contract reviews), manual follow-ups create bottlenecks. ApproveThis solves this by embedding structured approval workflows directly into KnowMy's automated processes via Zapier. The result? Frictionless transitions between onboarding steps and decision-making.

Three Ways This Integration Changes the Game

1. Approval Context Where It Matters

Traditional approval systems force stakeholders to jump between platforms. With this integration, approval requests surface automatically within existing workflows. Example: When a new contractor completes KnowMy's compliance training, ApproveThis triggers a legal review without requiring the contractor to leave the KnowMy portal.

2. Cross-Platform Visibility

Approval statuses sync bidirectionally. HR managers see real-time approval progress within KnowMy dashboards, while department heads track onboarding milestones from ApproveThis. This eliminates the "Who's responsible for this?" emails that delay critical processes.

3. License Efficiency

External stakeholders often don't need full access to your HR systems. Since ApproveThis handles approvals via email, vendors or clients can review/approve requests without requiring KnowMy licenses. This reduces software costs while maintaining security.

Real-World Use Cases for Teams That Need Speed

Accelerating High-Volume Hiring

A tech startup scaling from 50 to 200 employees used manual approval chains for offer letters. By connecting KnowMy and ApproveThis, they automated executive sign-offs when candidates completed background checks. Approvers received email notifications with embedded offer details, reducing approval time from 72 hours to 4 hours average.

Securing Contractor Compliance

A healthcare provider uses KnowMy to onboard temporary nurses. Their Zapier integration now triggers ApproveThis workflows whenever a contractor submits certification documents. Compliance officers review directly from email, with automatic escalations if no response within 24 hours. Failed approvals pause KnowMy access automatically.

Global Partner Onboarding

An enterprise software company reduced international partner setup from 3 weeks to 5 days by linking KnowMy's stakeholder journeys with ApproveThis' multi-level approvals. Regional managers approve localization requirements, legal reviews contract terms, and finance greenlights payment terms - all without leaving their inboxes.

Key Features That Make This Work

ApproveThis adds precision to KnowMy's automation with:

• Conditional Routing: Automatically escalate overdue approvals to backup approvers
• Thresholds: Auto-approve requests under $500 while flagging larger expenses

KnowMy complements this with:

• Journey Analytics: Identify approval bottlenecks impacting onboarding timelines
• Stakeholder Portals: Centralize approval documentation with training materials

Setting Up Your Integration

Connect ApproveThis and KnowMy in 15 minutes:

1. Create a Zapier account (if you don't have one)
2. Choose a trigger event from either platform (e.g., "Candidate completes journey" in KnowMy)
3. Select the corresponding action in ApproveThis (e.g., "Create approval request")
4. Map data fields between systems (e.g., pull candidate email into approval metadata)
5. Test with a live workflow

Pro Tip: Use ApproveThis' calculated fields to auto-populate approval thresholds based on KnowMy data (e.g., higher scrutiny for roles with system access).

Department-Specific Benefits

HR Teams

Reduce time-to-productivity by embedding policy approvals into onboarding sequences. Example: New hires automatically get equipment requests approved while completing safety training.

Legal & Compliance

Maintain audit trails with timestamped approvals tied to specific document versions in KnowMy. Vacation delegation ensures reviews never stall.

Finance

Approve vendor contracts only after KnowMy confirms completed tax forms. Set automatic approval rules for recurring expenses under preset limits.

When to Consider Custom Workflows

While pre-built Zaps work for most scenarios, complex organizations might need:

Multi-Stage Approvals: Require sequential sign-offs from department heads when onboarding executives

Dynamic Routing: Send IT access requests to different teams based on KnowMy role classifications

Conditional Triggers: Initiate background checks only after managerial approval

Common Pitfalls to Avoid

❌ Don't overload approvers - use Approval Groups to distribute workload
❌ Avoid vague request titles - include KnowMy journey IDs for context
✅ Do test vacation settings - ensure backups are current
✅ Do sync SLAs - match approval deadlines to onboarding timelines

Getting Started

The ApproveThis-KnowMy integration isn't just about automating steps - it's about creating accountability without friction. By embedding approvals where work happens, organizations maintain control as they scale.

Ready to eliminate approval bottlenecks? Start your ApproveThis trial or explore KnowMy's onboarding features. For integration help, visit Zapier's automation guides.