ApproveThis manages your RegFox Integration approvals.

When Approval Bottlenecks Meet Event Management

Let's face it: event planning makes herding cats look easy. Between last-minute speaker changes, VIP ticket requests from your CEO's nephew, and figuring out why the vegan meal count is suddenly triple what you budgeted – you don't need another spreadsheet to manage. This is where RegFox (your event registration workhorse) and ApproveThis (the anti-bottleneck approval system) turn "Oh crap, who needs to sign off on this?!" into "Sorted. Next."

RegFox handles the frontend – registrations, payments, attendee data. ApproveThis handles the backend politics – who gets to say yes/no to exceptions, special requests, and budget changes. Together via Zapier, they automate the handoff between "someone wants something" and "we've officially decided." No more lost emails. No more guessing whose turn it is to approve.

Why This Combo Doesn't Suck for Mid-Sized Companies

Companies between 50-5,000 employees are the sweet spot here. You're big enough that events have real budgets and compliance needs, but small enough that "just ask Jen verbally" doesn't scale anymore. Here's where the magic happens:

Approvals That Actually Keep Up With Registration Chaos

RegFox collects the data. ApproveThis handles the decisions. Example: A university uses RegFox for conference tickets. Their zap auto-creates approval requests when:

• Someone requests a group discount bigger than 15%
• A vendor applies for a booth space
• Registrations exceed room capacity (triggering venue upgrade approvals)

Killing the "Wait, Who Pays for This?" Phase

That second Zapier template? Where approvals link directly to RegFox payments? Gold for finance teams. Now when marketing approves a custom workshop add-on, the deposit automatically processes. No more "I approved it, didn't accounting get my email?"

Real-World Use Cases (Not Just Tech Demo Fluff)

Use Case 1: The "Special Request" Shitshow

Industry: Corporate training providers
Problem: Clients always want custom add-ons post-registration – extra materials, private sessions, etc. These require ops, legal, and finance sign-offs.
Fix: RegFox custom form fields capture special requests. ApproveThis routes them based on request type: legal reviews liability waivers first, then ops checks feasibility, then finance approves upsell pricing. All before the client gets an automated "your request is confirmed" email.

Use Case 2: The Budget Override Trap

Industry: Nonprofit fundraisers
Problem: Table purchases at galas often need board approval if under $5K, exec director if over. But tracking this manually leads to delays.
Fix: RegFox collects payment. ApproveThis uses approval thresholds – under $5K auto-approves with a receipt to the board. Over $5K? Routes to the exec director with one-click approve/deny right from email. No login to RegFox needed for approvers.

Setup: Less Time Than a Team Sync Meeting

Zapier's the connector here. If you've set up an out-of-office email, you can handle this:

Basic Flow:
1. Zapier watches RegFox for triggers (new registrant, payment, etc.).
2. When triggered, ApproveThis creates an approval request with key data pulled from RegFox.
3. Approvers get emails – they click approve/deny without needing RegFox access.
4. Zapier updates RegFox or other tools based on the decision.

Pro Tip: Use ApproveThis' calculated fields to auto-flag requests needing attention. Ex: If a RegFox attendee's company is "Competitor Inc.", route their VIP lounge pass request to legal first.

Department Wins (So You Can Sell This Internally)

Event Teams:

Stop being the messenger between sales (who promised the client the moon) and legal (who hates the moon). Approvals happen in parallel, not sequentially. Customizable dashboards show what's stuck.

Finance:

Every "approved" in ApproveThis can auto-log to your accounting software. No more guessing if that $10K sponsorship discount was officially blessed.

External Partners:

Sponsors, vendors, venues – they can be approvers without getting RegFox logins. Brand the approval emails so it doesn't look like some janky third-party tool.

Features You'll Actually Use (No Bloatware Here)

Approval Thresholds = Auto-Yes When Possible

Example: Any speaker travel expense under $500 gets auto-approved based on RegFox data. Over $500? Routes to the events director with context pulled from the registration form.

Delegation: Because People Take Vacations

When your main approver's at Burning Man, ApproveThis auto-reassigns their pending RegFox requests to the backup. No more holding up venue deposits because someone's off-grid.

Audit Trails That Don't Require a PhD to Decode

RegFox has data. ApproveThis has who approved what, when, and why. Combined, you've got a full paper trail for compliance audits without manually merging spreadsheets.

Bottom Line: This Isn't About "Efficiency"

It's about not dropping the ball when your event goes from 200 to 2,000 attendees overnight. ApproveThis + RegFox via Zapier is your scale play. It handles the approval chaos so you can focus on the parts of event management that don't suck – like seeing it all come together without last-minute fires.

Ready to stop being an approval middleman? Get Started with ApproveThis or schedule a 15-minute demo to see the RegFox integration live.

FAQs (That We Know You're Too Busy to Ask)

Do approvers need RegFox accounts?

Nope. They click approve/deny in email or a simple portal. Great for external partners.

What if our approval process changes per event?

ApproveThis lets you save templates – "Webinar Approvals" vs. "Multi-Day Conference" workflows. Switch as needed.

Can we customize the approval emails?

Brand them with your logo and colors. No one needs to know you're not manually typing each one.