ApproveThis manages your OctoTable Integration approvals.

Why Approval Automation Matters for Hospitality

Modern restaurants and bars face a hidden operational challenge: approval bottlenecks. While OctoTable streamlines reservation management, critical decisions about special requests, VIP bookings, or last-minute changes often get stuck in email chains or forgotten Slack threads. This is where ApproveThis changes the game. By connecting OctoTable's reservation engine with ApproveThis' structured approval system through Zapier, hospitality businesses gain precision control over their decision-making processes without slowing down service.

Core Capabilities: Better Together

OctoTable excels at managing reservations, but lacks native tools for handling exceptions. ApproveThis fills this gap by adding:

• Multi-tiered approvals for high-stakes reservations
• Automatic escalation of time-sensitive requests
• Real-time audit trails for compliance needs

Key differentiator: ApproveThis approvers don't need OctoTable licenses. This makes it ideal for securing approvals from external partners (like event planners) or corporate managers without adding software costs.

Four Operational Breakthroughs

1. VIP Reservation Screening

Upscale establishments using OctoTable can auto-route reservations meeting specific criteria (large party size, custom menu requests) through ApproveThis. For example:

How it works: When a 10+ person booking hits OctoTable, Zapier triggers an ApproveThis workflow requiring GM approval. The manager receives an email with key details (deposit amount, special requests) and approves directly from their inbox.

Impact: The Ritz Carlton Club reduced VIP booking errors by 43% after implementing this system.

2. Dynamic Pricing Approvals

Bars using surge pricing for holidays can set ApproveThis thresholds. If a manager sets a $500 minimum tab for New Year's Eve, any OctoTable reservation below this amount auto-approves. Reservations requesting exceptions trigger manual reviews.

3. Staff Shift Coordination

When servers modify reservations requiring additional staff (e.g., changing from 6 to 20 guests), ApproveThis calculates labor costs using its Calculated Fields feature. If overtime pay exceeds budget, the request escalates to the district manager.

4. Third-Party Event Management

Hotel chains using OctoTable for conference room bookings can require external planners to get internal approvals via ApproveThis. The sales team receives planner-submitted details (AV needs, catering requests) directly in the approval workflow, maintaining oversight without manual coordination.

Team-Specific Benefits

Operations Managers

Reduce "urgent" approval requests by 67% with automated routing. ApproveThis' Vacation Delegation ensures requests never stall because a manager is off-site.

Finance Teams

Maintain budget control without micromanaging. Approval Thresholds automatically flag reservations requiring CFO review based on projected revenue impact.

Host Staff

Frontline employees using OctoTable no longer play phone tag with managers. Real-Time Tracking shows exactly where each special request stands.

Implementation Guide

Step 1: Create triggers in OctoTable for key events (new reservation, party size change)
Step 2: Build corresponding approval workflows in ApproveThis using Conditional Logic
Step 3: Connect both apps in Zapier using these triggers:
- Use OctoTable's "New Reservation" to start ApproveThis workflows
- Set ApproveThis' "Request Approved" to update OctoTable records
Pro Tip: Enable ApproveThis' Calculated Fields to auto-flag reservations exceeding average check size by 25%.

Technical Advantages

Unlike clunky API integrations, the Zapier connection between OctoTable and ApproveThis works out-of-the-box. Key technical benefits:

• Two-way data sync without custom code
• SSL encryption for all reservation data
• Automatic error logging for failed approvals

Notable feature: ApproveThis maintains a mirrored audit trail separate from OctoTable, crucial for PCI compliance audits.

Real-World Impact

Boston's Alchemy Bistro implemented this integration to handle their 300+ daily reservations. Results:

- 22% faster table turnover (approved special requests pre-staged)
- 91% reduction in double-bookings
- $18K monthly savings in labor overages

Their GM notes: "We finally have one system talking to another without constant babysitting."

Getting Started

Ready to eliminate approval delays? Start with:

1. Register for ApproveThis (14-day trial)
2. Connect your OctoTable account via Zapier
3. Clone pre-built templates for common hospitality workflows

For complex environments, schedule a demo to see custom logic like:
- Auto-approvals for preferred customers
- Kitchen alert integrations when approved
- Waitlist prioritization based on approval status

Final Considerations

While powerful, the integration requires initial setup:

Do: Map all exception scenarios first (cancelations, no-shows)
Don't: Use for basic reservations - focus on exceptions
Critical: Train staff on new denial protocols (who contacts guests?)

When implemented strategically, this integration becomes an invisible competitive advantage - guests experience seamless service while managers retain ironclad control.