ApproveThis manages your RSVPify Integration approvals.

When Approval Workflows Meet Event Management

Let’s get real: approvals suck. But events? Those are supposed to be fun. Here’s the problem – most companies treat these two worlds like oil and water. Your team juggles vendor contracts, guest lists, and budget approvals in one system while managing actual events in another. This disconnect creates more work, more errors, and more last-minute scrambles.

ApproveThis and RSVPify solve different pieces of the puzzle. One handles the bureaucratic heavy lifting, the other executes flawless events. Connect them through Zapier, and you’ve got something powerful: an automated bridge between decision-making and execution.

Why This Combo Works

RSVPify excels at guest management – tracking RSVPs, handling check-ins, managing seating charts. ApproveThis cuts through approval bottlenecks with automated workflows, multi-level sign-offs, and real-time tracking. Together, they handle the full lifecycle:

Pre-event: Automatically route vendor contracts, budget approvals, and VIP guest requests through structured workflows
During events: Sync real-time attendee data to trigger approvals for on-site changes
Post-event: Auto-approve final invoices based on actual attendance numbers

The kicker? Approvers don’t need RSVPify logins. External vendors, clients, or execs can approve requests via email while your team keeps full control over the event data.

Real-World Use Cases That Actually Matter

1. Corporate Events That Don’t Embarrass HR

Picture this: Your HR team plans the annual conference. Every department head needs to approve their team’s attendees, but nobody wants to log into yet another system. With the integration:

• New RSVPify registration → Auto-create approval request in ApproveThis
• Department heads approve/deny via email in <30 seconds
• Approved attendees instantly appear in RSVPify with correct meal preferences and access levels

No more spreadsheet juggling. No “I thought you approved them” finger-pointing. Just actual adults behaving like adults.

2. Non-Profit Galas That Don’t Leak Donor Info

Major donors get special treatment – but not everyone on your team should see their contact details. Solution:

• High-dollar RSVPify registrations trigger executive approval workflows
• Development director approves via ApproveThis’ mobile interface
• Only then does the donor’s info populate in RSVPify’s restricted guest list

Protects sensitive data while letting volunteers handle regular attendees without oversight.

3. Trade Shows Where Last-Minute Changes Don’t Cause Panic

Exhibitor wants to swap out their booth rep 48 hours before the event? Typical chaos:

Old way: 12 emails, missed WhatsApp messages, manual data entry errors
New way: RSVPify check-in attempt → ApproveThis workflow → venue security gets updated badge list automatically

Bonus: Use ApproveThis’ calculated fields to auto-approve changes below $500, but escalate major requests.

Setup That Won’t Make You Want to Quit

If you can send a Slack message, you can set this up:

1. Create a Zapier account (free tier works)
2. Connect RSVPify as trigger app
3. Connect ApproveThis as action app
4. Map these 3 key fields:
   • RSVPify attendee email → ApproveThis requester
   • Custom questions → Approval justification notes
   • Registration timestamp → Approval deadline

Pro tip: Use ApproveThis’ approval thresholds to auto-approve repeat attendees from known domains (@yourcompany.com) while flagging external guests for review.

Department-Specific Wins

HR Teams:

Offsite approvals used to take 72 hours across 4 systems. Now:

Employee submits request → Auto-check PTO balances → If compliant, auto-approve and add to RSVPify waitlist. No compliance? Escalate to HRBP with one click.

Marketing Teams:

Product launch events require 11th-hour changes. Connect ApproveThis’ mobile approvals to RSVPify’s onsite check-in system. Last-minute press requests get vetted and approved while your team sets up the champagne wall.

Operations Teams:

Contractor access to VIP areas needs security approval. RSVPify badge scans trigger ApproveThis workflows that check:

- Current insurance certificates
- NDA status
- Escort requirements

Denied? Automatic alert to venue staff.

Features You’ll Actually Use

Beyond basic approvals, these combos prevent headaches:

Vacation Delegation

Events director out on site visits? ApproveThis automatically reroutes their approvals to the deputy listed in RSVPify’s alternate contacts. No more “Waiting on Jane” holds.

Conditional Logic

RSVPify custom fields (like “Dietary Needs”) can trigger different approval paths. Gluten-free meal request? Auto-approve. Asks for a private chef consultation? Route to budget approver.

Real-Time Dashboards

ApproveThis shows which department’s approvals are bottlenecked. Sync this data to RSVPify’s reporting – now you know exactly which team leads to harass (politely) before caterer deadlines.

When Not to Use This

We’re honest here. This integration isn’t magic fairy dust. Skip it if:

- Your events are 100% internal with no approval layers
- You still approve things via sticky notes on monitors
- You enjoy explaining to auditors why there’s no paper trail

For everyone else? This is your chance to look like the organized adult in the room.

Next Steps for People Who Like Getting Promoted

Here’s your playbook:

1. Start an ApproveThis trial (takes 3 minutes)
2. Bookmark the RSVPify integration docs
3. Clone our pre-built Zap templates for:
  - Guest list approvals
  - Vendor contract workflows
  - Budget change orders

Or just schedule a 12-minute demo where we’ll show how law firms use this combo to approve 300+ deposition attendees without breaking a sweat.

Your move. Keep doing approvals manually and risk being that person who “just needs five more minutes.” Or automate the drudgery and actually enjoy planning (or attending) events for once.