ApproveThis manages your The Flybook Integration approvals.

Two Systems, One Streamlined Process

Tour operators and activity providers face constant pressure to deliver exceptional guest experiences while managing complex backend operations. The Flybook excels at handling reservations, client data, and scheduling, while ApproveThis brings structure to decision-making processes. Together through Zapier integration, these platforms create an operational rhythm where bookings trigger approvals, guest feedback demands action, and client onboarding happens with military precision – all without manual handoffs.

Why This Integration Matters

Consider a fishing charter company processing 50 daily bookings. Every reservation export might require manager approval for vessel assignments. Without automation, this becomes a game of phone tag and spreadsheet tracking. The integration eliminates this friction by making approvals part of the natural workflow – not a separate task. For businesses averaging 5+ approval-dependent processes daily, this saves 12+ hours weekly in coordination efforts.

Key Integration Capabilities

ApproveThis extends The Flybook's functionality with three critical features: context-aware approvals (automatically routing requests based on booking value or guide availability), external validation (letting partners approve without Flybook access), and audit-ready documentation (matching approvals to specific bookings). These capabilities transform approvals from bottlenecks into strategic advantages.

Real-World Use Cases

1. Booking Export Verification

When a rafting company exports bookings to their accounting system, ApproveThis automatically requires CFO approval for transactions exceeding $10K. Using approval thresholds, requests below this amount auto-approve, while larger sums trigger immediate alerts. The operations team sees 23% faster payment processing since implementing this rule-based system.

2. Guest Feedback Escalation

A safari lodge uses negative feedback submissions in The Flybook to create urgent approval requests in ApproveThis. These alerts route to both the guest relations manager and senior guide via approval groups, requiring consensus on compensation offers. This process reduced complaint resolution time from 72 to 8 hours on average.

3. Inquiry-to-Booking Conversion

Adventure travel agencies connect Flybook inquiries to approval workflows determining custom itinerary feasibility. Using calculated fields, ApproveThis automatically flags requests needing guide certifications or permits, then routes to appropriate managers. One client reported 40% faster proposal turnaround during peak season.

4. Client Onboarding Governance

For yacht charter companies, new Flybook client profiles trigger KYC approval workflows. ApproveThis routes these to compliance officers with sequential approvals, automatically escalating after 24 hours via vacation delegation if unavailable. This eliminated $12K in fraudulent bookings last quarter for a Mediterranean operator.

Technical Implementation Made Simple

Setting up the integration requires three steps in Zapier:

1. Connect The Flybook (using OAuth) and ApproveThis
2. Choose a trigger event from The Flybook (booking export, feedback submission, etc.)
3. Map data fields to ApproveThis' request parameters

Most users complete setup in under 15 minutes using pre-built templates. The integration requires no coding – just logical matching of booking data to approval criteria. For complex scenarios like multi-location approvals, ApproveThis' conditional logic handles branch routing automatically.

Cross-Functional Benefits

Operations Teams

Guarantee equipment reservations only finalize after maintenance approvals. Using Flybook's activity schedules with ApproveThis' calculated fields, kayak rentals automatically check guide certifications against current training records.

Customer Service

Turn negative feedback into loyalty opportunities. When Flybook detects low survey scores, ApproveThis routes compensation offers needing manager approval. Service teams resolve issues 4x faster by embedding discount approvals directly in their workflow.

Finance Departments

Prevent revenue leakage by tying refund approvals to original booking data. ApproveThis cross-references Flybook payment records, automatically flagging discrepancies above $500 for CFO review using approval thresholds.

Strategic Advantages

Beyond efficiency gains, this integration delivers three competitive edges:

• Partner Collaboration: External guides/vendors approve bookings via email without Flybook licenses
• Compliance Assurance: Automatic documentation of who approved which booking and why
• Capacity Planning: Approval analytics reveal bottlenecks in guide scheduling or equipment allocation

Getting Started

Tour operators should begin with high-impact, frequent approvals – typically booking modifications or guest compensation. Implementation follows three phases:

Phase 1: Automate 1-2 critical workflows (e.g., discount approvals above 15%)

Phase 2: Apply conditional logic to approvals based on booking type/volume

Phase 3: Use approval analytics to optimize guide schedules and resource allocation

Final Considerations

While the integration handles most scenarios out-of-the-box, complex organizations should leverage ApproveThis' multi-tiered approval groups. A helicopter tour company uses this for weather-related rescheduling: initial pilot approval, then operations manager, finally customer notification – all triggered from a single Flybook schedule change.

Ready to transform your approval processes? Start your ApproveThis trial or explore The Flybook integration through Zapier. For personalized guidance, book a demo showcasing adventure tourism-specific workflows.