ApproveThis manages your SpotMe approvals.

When Approval Management Meets Event Execution

Let’s cut to the chase: approvals slow everyone down. Especially when you’re managing events, conferences, or any situation where timing is everything. That’s where pairing ApproveThis with SpotMe turns bureaucratic sludge into competitive advantage.

ApproveThis handles the “should we do this?” decisions. SpotMe executes the “how we’ll pull it off” part. Connect them through Zapier, and you’ve got a system where every approved speaker session, vendor contract, or attendee list update automatically triggers the next action – without chasing down signatures or drowning in spreadsheets.

Why This Combo Works for Mid-Sized Companies

Companies between 50-5k employees hit a sweet spot: complex enough to need real structure, but agile enough to outmaneuver bigger competitors. Here’s how this integration delivers:

• No more “Who’s got the latest version?”: Approved session agendas in SpotMe automatically reflect final sign-offs from ApproveThis.
• External partners don’t clog your systems: Approvers only need ApproveThis access – no SpotMe licenses required.

Think of it as quality control for your event operations. Marketing doesn’t accidentally promote unconfirmed speakers. HR catches unauthorized access requests before new vendors get added. Legal’s contract reviews don’t bottleneck last-minute venue changes.

Real-World Use Cases (Not Just Theory)

1. Content Moderation That Doesn’t Require Babysitting

The Problem: Your 2000-attendee conference app lets users post in forums. But letting every comment go live without review? That’s how you end up with trolls or accidental leaks.

The Fix: Zapier triggers an ApproveThis request every time someone posts in SpotMe’s feed. Your compliance team approves/denies directly from email. Approved posts auto-publish; rejected ones get flagged for follow-up.

Who uses this: Pharma companies ensuring HIPAA compliance in event Q&A boards. Financial firms moderating investment discussions.

2. Speaker Sessions That Actually Start On Time

The Problem: Last-minute speaker slides need legal review, but waiting for email responses delays session setup in SpotMe.

The Fix: When ApproveThis gets a new presentation approval request, it simultaneously creates a draft session in SpotMe. Once approved, the session goes live instantly with the correct materials attached.

Pro Tip: Use ApproveThis’ calculated fields to auto-flag presentations over 50MB for IT review before legal even sees them.

3. Vendor Access Without the Security Headaches

The Problem: Temporary event staff need SpotMe accounts, but you don’t want HR manually provisioning/deprovisioning access.

The Fix: New SpotMe users trigger approval workflows in ApproveThis. Approved accounts get auto-generated credentials with expiration dates. Denied? Their access never exists.

Bonus: Use approval thresholds to auto-approve contractors under $10k spend, escalating only high-risk cases.

4. Post-Event Follow-Up That Isn’t a Nightmare

The Problem: After the conference, sessions need to move to on-demand. But waiting for stakeholder approval means delays and missed upsell opportunities.

The Fix: When an ApproveThis request to archive/update content is approved, Zapier triggers SpotMe to move sessions, update descriptions, or trigger post-event surveys.

Setting This Up Without Losing Your Mind

Zapier’s the glue here. Basic flow:

1. Connect SpotMe and ApproveThis to your Zapier account
2. Pick a trigger (e.g., “New Feed Post” in SpotMe)
3. Set action (“Create Request” in ApproveThis)
4. Add filters if needed (e.g., only escalate posts with attachments)

Total setup time? About 15 minutes per workflow. Maintenance? ApproveThis’ vacation delegation means approvers out sick don’t bottleneck things.

Why This Isn’t Just Another Integration

Most approval tools bolt onto CRMs or project apps. SpotMe’s event focus combined with ApproveThis’ granular controls solves specific pain points:

• Multi-team coordination: Marketing’s promo timeline approvals automatically update SpotMe’s session calendar.
• Audit trails that matter: Prove to regulators that every speaker slide was approved pre-event.

It’s about reducing the “Did we remember to…?” panic that plagues event planners.

Who Actually Benefits (Beyond the Obvious)

HR Teams: Approve temp staff access in batches before major events, with auto-revocation post-conference.

Legal/Compliance: Set conditional approval chains – regional events auto-route to local counsel, international ones escalate to headquarters.

Facilities Managers: Venue change requests in SpotMe trigger approval workflows that include risk assessment checklists.

The Bottom Line

If your events involve more than three departments or external partners, manual approvals are costing you time and creating risk. This integration isn’t magic – it’s just applying structure where most companies wing it.

ApproveThis handles the “Can we do this?” decisions. SpotMe executes the “Here’s how we did it” part. Zapier makes them talk without IT involvement.

Next Steps (No Pressure)

If you’ve ever missed a conference deadline because someone didn’t sign off on a vendor contract, or found unapproved content in your event app:

Book a 12-minute demo to see how approval workflows plug into SpotMe. Or start a free trial and build your first Zap in under an hour.

Worst case? You’ll finally understand why your more organized competitors always seem to have their act together.