ApproveThis manages your Heartbeat Integration approvals.

When Approval Workflows Meet Community Engagement

Let’s be real – managing approvals for community events, group access, or member permissions shouldn’t require a PhD in bureaucratic processes. That’s where connecting ApproveThis (your approval sheriff) with Heartbeat (your community playground) through Zapier turns into pure gold. We’re talking about automating the handshake between decision-making and action-taking without losing your mind in Slack threads or email chains.

Why This Combo Works Like Caffeine for Operations Teams

ApproveThis cuts through approval bottlenecks with surgical precision. Heartbeat builds communities that actually engage. Together, they handle scenarios like:

• Auto-creating events when budget requests get approved
• Instantly granting group access to vetted members
• Triggering vendor payments when event RSVPs hit critical mass

Bonus: Approvers don’t need Heartbeat licenses. Perfect for finance teams approving community budgets or external partners greenlighting sponsored events.

Three Ways This Integration Actually Solves Real Problems

1. From Paperwork to Parties: Event Auto-Creation

The Setup: New approval request in ApproveThis → Auto-create Heartbeat event

Who Cares: Marketing teams running webinars. Imagine this – your content lead approves a webinar budget in ApproveThis. Before they finish their latte, the event appears in Heartbeat with all details pre-populated. No more copying/pasting between systems or chasing down event coordinators.

Secret Sauce: Use ApproveThis’ calculated fields to auto-set event budgets. If an approved request exceeds $5k, Zapier can flag Heartbeat to mark it as “Premium Event” automatically.

2. RSVPs That Trigger Actual Workflows (Not Just Snacks)

The Flipside: Heartbeat RSVP → Kick off ApproveThis request

Real-World Use: HR teams onboarding new hires. When someone RSVPs to “New Employee Orientation” in Heartbeat, ApproveThis automatically:

• Routes equipment requests to IT
• Sends swag pack approvals to Facilities
• Triggers Slack access permissions

Pro Tip: Add conditional logic so RSVPs from executives auto-approve $500+ budget requests. Because nobody wants to make the CEO wait for a $20 mousepad.

3. Instant Group Access Without the Gatekeeping

The Magic: Approved request in ApproveThis → Add user to Heartbeat group

Enterprise Hack: SaaS companies managing customer communities. When a customer’s feature request gets approved:

1. Engineering builds it
2. ApproveThis auto-adds them to the “Beta Testers” group
3. Heartbeat notifies them instantly

All without your community manager lifting a finger. Cue the mic drop.

Setting This Up Without Losing Your Mind

Here’s your 5-minute Zapier setup:

1. Connect ApproveThis and Heartbeat to Zapier
2. Pick your trigger (e.g., “Request Approved” in ApproveThis)
3. Choose your action (e.g., “Add to Group” in Heartbeat)
4. Map fields once – department to group name, approver comments to event description, etc.
5. Test with a real request (Pro tip: Approve pizza reimbursement first)

Remember: ApproveThis’ vacation delegation means approvals never get stuck. Karen from Accounting takes PTO? Requests auto-route to her backup without breaking your Heartbeat integration.

Why Different Teams Will High-Five You

Marketing/Events Teams

Auto-create Heartbeat events when campaign budgets get approved. Use calculated fields to allocate 20% of budget to promo swag automatically. Real-time tracking means no more “When will this event go live?” emails.

HR/People Ops

New hire RSVPs trigger equipment approvals. IT gets requests formatted exactly how they need – none of that “Laptop (maybe Mac?)” nonsense. Approval thresholds auto-approve standard requests, only escalating unusual ones.

Customer Success

Vetted feature requests auto-add customers to beta groups in Heartbeat. Approval groups ensure Product, Support, and Legal all sign off before customers get access. All tracked in one dashboard.

Finance

Approve vendor payments directly from Heartbeat event data. If a sponsored post gets approved, the payment process starts automatically. Approval chains stay compliant without manual data entry.

The Nuts and Bolts You Actually Care About

No Seat Licenses: External vendors approve contracts in ApproveThis without needing Heartbeat access. They get email approvals, you get to keep your software budget intact.

Real Numbers: Set $500 auto-approval thresholds for community swag. Anything higher routes to department heads. Use calculated fields to apply tax rates or currency conversions automatically.

Audit Trail: Every Heartbeat group addition or event creation links back to its approval request. Compliance teams get their paper trail without making you print actual paper.

Common Objections (And How to Shut Them Down)

“We need custom approval paths”
Cool – ApproveThis handles 7-step approvals with conditional branching. Heartbeat integration still works the same.

“Our approvers hate new tools”
Even better – they approve via email. Heartbeat groups update automatically behind the scenes.

“What if someone abuses auto-approvals?”
Set hard limits. $1k max for auto-approvals, with Heartbeat events flagged as “Unverified” until manually checked. You control the guardrails.

Ready to Stop Being a Human Router?

This isn’t about replacing humans – it’s about letting people focus on actual decisions instead of data entry. The ApproveThis + Heartbeat combo via Zapier works whether you’re managing:

- Client communities needing tiered access
- Internal teams requiring cross-department approvals
- Hybrid events blending virtual and IRL elements

Get Started with ApproveThis (takes 8 minutes – we timed it)
Or schedule a demo to see how conditional approvals work with your Heartbeat setup.

Either way, your future self (the one not manually updating 37 Heartbeat groups) says thanks.