ApproveThis manages your Event Plan On Integration approvals.

Why Approval Automation Matters for Event Teams

Event planning operates on deadlines and details. One delayed approval can push timelines, strain vendor relationships, or lead to budget overruns. This is where combining Event Plan On with ApproveThis creates a strategic advantage – it turns approval bottlenecks into automated checkpoints that keep events moving forward.

Event Plan On excels at organizing contacts, tasks, and planning sheets but wasn't built to handle multi-layer approval processes. ApproveThis fills this gap by adding structured decision-making directly into your event workflows through Zapier. Together, they ensure every contract, budget change, or vendor selection gets reviewed by the right people at the right time – without manual follow-ups.

Three Ways This Integration Transforms Event Workflows

1. Vendor Onboarding Without Delay

When new contacts appear in Event Plan On (like caterers or AV teams), ApproveThis can automatically route contracts for legal and finance review. A wedding planning agency used this to cut vendor approval times from 72 hours to 8 hours by setting up sequential approvals – first their internal coordinator, then the client's project lead.

2. Budget Guardrails for Venue Bookings

Planning sheets often include complex cost breakdowns. By connecting these to ApproveThis' calculated fields, teams can trigger automatic approvals for items under $5K while routing larger expenses to senior staff. A corporate events team reduced budget overruns by 23% using this threshold-based approach.

3. Task Validation Before Execution

New tasks in Event Plan On (like "Finalize seating chart") can require client sign-off before starting. The integration lets you attach floor plans or dietary restriction lists to approval requests, ensuring vendors act on confirmed instructions. An event venue operator eliminated 15+ weekly "version confusion" emails using this method.

Key Features That Make This Pairing Work

While Zapier handles the data transfer between apps, three ApproveThis capabilities make these workflows particularly effective for event professionals:

Email-Based Approvals: External vendors or clients can review/approve directly from their inbox without needing access to Event Plan On. No extra licenses, no password resets.

Vacation Delegation: Critical during peak seasons when team members might be on-site at events. If a marketing director is unavailable, requests automatically reroute to their deputy.

Real-Time Dashboards: Track approval status across multiple events in one place – crucial when managing conferences with 50+ simultaneous sessions needing content approvals.

Setting Up Your First Integration

Here's how to connect Event Plan On and ApproveThis in under 15 minutes:

1. Create a Zapier account (if you don't have one)
2. Choose "New Contact" trigger in Event Plan On
3. Select "Create Request" action in ApproveThis
4. Map contact fields to approval request details
5. Test with a sample vendor entry

Pro Tip: Use ApproveThis' conditional logic to split approvals – send contracts under $10K to your operations manager, over $10K to the CFO.

Team-Specific Benefits

For Event Coordinators

Reduce time spent chasing approvals by 40-60% through automated reminders and status visibility. Escalate stalled requests with one click if deadlines approach.

For Finance Teams

ApproveThis' audit trails integrate with Event Plan On's budgeting tools, creating a paper trail for every expenditure decision – ideal for post-event reconciliation.

For External Vendors

Suppliers appreciate the professional touch of automated approval tracking. A florist reported getting paid 12 days faster when using the integrated system due to clearer documentation.

Advanced Use Cases

Beyond the basics, try these setups:

Cross-Event Priority Routing: Tag high-profile events in Event Plan On (e.g., "Product Launch") to route their approvals to senior staff first.

Approval-Based Task Unlocking: Use Zapier to make certain Event Plan On tasks dependent on ApproveThis decisions – no more accidental early execution.

Post-Approval Automation: When requests get approved, automatically generate Event Plan On checklists or update budget trackers.

Common Implementation Mistakes

Avoid these pitfalls:

Overcomplicating Workflows: Start with 1-2 approval types (vendor contracts, venue deposits) before expanding.

Ignoring Mobile Users: 68% of event approvals happen on phones. Test both apps' mobile interfaces during setup.

Underutilizing Templates: Save pre-configured approval flows for recurring event types (conferences vs. weddings).

Getting Started

To implement these strategies:

1. Register for ApproveThis (14-day trial available)
2. Review Event Plan On's Zapier docs
3. Book a 20-minute workflow consultation with our event industry specialists

For teams managing 5+ monthly events, this integration typically pays for itself within 90 days through reduced overtime and fewer costly last-minute changes.

Final Thought

In event planning, time isn't just money – it's client trust, vendor reliability, and attendee experience. By automating approvals between Event Plan On and ApproveThis, you're not just speeding up decisions. You're creating space for the creative, human-focused work that makes events memorable.