ApproveThis manages your Optix Integration approvals.

Let’s cut to the chase: managing a coworking space is like herding cats with espresso shots. Between bookings, member onboarding, billing, and facility requests, your team’s drowning in approvals. Enter ApproveThis and Optix – the tag team that automates the “Hey, can you sign off on this?” chaos. We’re talking fewer Slack pings, less email tennis, and way more time to actually run your business.

Why This Integration Doesn’t Suck

Optix runs your coworking space’s DNA – member portals, room bookings, billing, the whole shebang. ApproveThis? It’s the bouncer at the door of your decision-making. Together, they turn “approval bottlenecks” into “automated workflows that don’t make you want to scream into a pillow.” Here’s the deal:

• Approvals become background noise: Requests auto-route based on rules you set. No more playing phone tag with managers.
• External clients don’t need Optix logins: Approvers click a link in their email. Done. No extra licenses, no app store downloads.
• Your dashboard stops lying: Real-time tracking means you actually know what’s approved, what’s stuck, and who’s dragging ass.

Use Cases That Don’t Feel Like Corporate Fluff

For Operations Teams: The “Stop Wasting My Time” Section

Scenario: New member requests a dedicated desk. Normally, this kicks off a 3-email chain between you, finance (is their payment cleared?), and facilities (is the desk even available?).

The Fix: Zapier watches Optix for new leads. When one sticks around (i.e., doesn’t convert to a member within an hour), ApproveThis pings both departments simultaneously. Facilities gets a form with desk availability pre-checked via Optix’s API. Finance sees calculated prorated costs. Both approve via email. Member gets auto-added to Optix. You get to look like a wizard.

For Sales Teams: Killing the “Lost Lead” Black Hole

Scenario: Hot lead downloads your pricing sheet. Sales rep follows up, but needs manager approval for a custom discount. Cue 48 hours of radio silence while the lead ghosts you.

The Fix: New Optix lead triggers an approval request with pre-built discount tiers based on deal size. Manager approves directly from Gmail. Approved? Lead gets automated offer email. Denied? Sales gets alternative options to pitch. Either way, no lead dies in limbo.

For Finance Teams: Escaping Invoice Purgatory

Scenario: Member cancels their booking mid-month. Your team needs to calculate refunds, update billing, and notify facilities. But the finance person’s at a conference. Chaos ensues.

The Fix: Optix’s cancellation trigger fires. ApproveThis creates a request with auto-calculated refund amounts (thanks to dynamic fields). If it’s under $500, it auto-approves per your thresholds. Over? Routes to the CFO’s backup (because vacation delegation exists for a reason). All updates sync back to Optix. No angry member tweets.

For Community Managers: The “Why Is This My Job?” Fix

Scenario: Member checks in 12 times this week. Time to offer them an upgraded membership. But first, you need sign-off from sales and operations.

The Fix: Optix check-ins trigger approval requests after X visits. Sales gets member’s usage stats pre-attached. Operations sees current capacity. Both approve/deny via mobile. Approved? Member gets automated offer. You look proactive without the legwork.

Setting This Up Without Needing IT on Speed Dial

1. Connect the Apps: Zapier account (free tier works). ApproveThis and Optix connected as services.
2. Pick Your Trigger: Optix event (new lead, cancellation, check-in) or ApproveThis action (request approved/denied).
3. Map the Data: Pull Optix member emails into approval requests. Send approval decisions back to Optix notes.
4. Test Drive: Run a test lead/cancellation. Confirm approvals reflect in both systems.

Pro Tip: Use ApproveThis’s calculated fields to auto-fill prorated charges or membership discounts based on Optix’s billing data. No more manual math errors.

Why This Isn’t Just Another “Integration” Buzzword

ApproveThis brings specific firepower Optix can’t handle alone:

• Approval Thresholds: Auto-approve refunds under $200. Escalate anything over $1K. Prevent bottlenecks.
• Consensus vs. Sequential: Need 3 managers to approve a new location? Or just one after another? Your rules.
• Audit Trails: That member swearing they never got their cancellation confirmation? Pull the approval timestamp and approver’s notes.

Bottom Line: This Isn’t for Everyone

If your coworking space runs on Post-Its and hope, maybe start there. But if you’re juggling 50+ members, multiple locations, or actual growth goals? Automating approvals with ApproveThis and Optix isn’t just smart – it’s survival. Less chasing, more scaling.

Next Steps:

Book a 10-minute demo to see how approval automation can slice through your team’s busywork. Or sign up and connect your Optix account – first 3 workflows are free.

Get Started with ApproveThis →

Learn More About Optix →