ApproveThis manages your Eventee Integration approvals.

Why Approval Workflows Break Event Management (And How to Fix It)

Let’s be real – event planning is just adult herding. You’re coordinating vendors, budgets, VIP attendees, and that one speaker who still uses AOL email. Now add approval processes to the mix, and suddenly your team’s stuck playing email tennis instead of actual event work. This is where connecting ApproveThis and Eventee through Zapier becomes your secret weapon.

ApproveThis handles the bureaucratic red tape of approvals while Eventee manages the event logistics. Together, they turn “Who approved this?!” panic into automated workflows that keep events moving forward. No more chasing down signatures or manually updating attendee lists. Just actual progress.

What Happens When Approval Meets Event Management

Event teams waste 12 hours weekly chasing approvals according to recent data. With this integration, you’re not just saving time – you’re preventing these common disasters:

• VIP guests showing up unvetted
• Budget overruns from late approvals
• Speakers getting booked without contract reviews

ApproveThis brings structure to Eventee’s flexibility. Set up multi-step approvals that automatically:

• Route high-dollar vendor contracts to finance
• Require marketing lead sign-off on speaker bookings
• Escalate stalled requests before deadlines hit

Real-World Use Cases That Don’t Suck

1. The Client Approval Trap (And How to Escape It)

Marketing agencies love this combo. Imagine your team’s planning a product launch event in Eventee. Every time a new sponsor or VIP registers through the Eventee app, ApproveThis automatically:

- Creates approval requests for client stakeholders
- Attaches attendee profiles and registration details
- Sends reminders if approvals stall
- Updates Eventee attendee status upon approval

No more spreadsheets. No “I never approved that!” emails. Just clean audit trails and clients who think you’re psychic.

2. The Speaker Booking Shitshow

Corporate event teams use this integration to avoid PR nightmares. When your CEO wants to book a controversial keynote speaker:

1. Eventee tracks the speaker inquiry
2. ApproveThis routes contracts through legal AND PR teams
3. Only approved speakers get added to the Eventee agenda

Bonus: Use approval thresholds to auto-approve speakers under $5K while flagging big-ticket names for extra scrutiny.

3. Budget Approvals That Don’t Require Mind Reading

Here’s where calculated fields in ApproveThis shine. Say your Eventee event hits 80% capacity. The integration can:

- Calculate catering costs per head
- Auto-route budget increase requests
- Require dual approval for overages
- Update Eventee’s budget tracker automatically

Finance teams get context-rich requests. Event planners avoid spreadsheet math. Everyone keeps their sanity.

Features You’ll Actually Use

This isn’t some “set it and forget it” integration that complicates your life. These features solve specific event planning headaches:

Approval Thresholds for Fire Drills

Set automatic approvals for small potatoes ($500 catering orders) while flagging big spends ($50K AV setups). ApproveThis escalates urgent requests via SMS if needed, so you’re not waiting on a VP’s email reply.

Vacation Coverage That Works

When your CMO’s hiking the Alps, ApproveThis auto-reassigns their speaker approvals to the CRO. No more “Out of Office” hell – Eventee timelines stay intact.

External Approvals Without the License Fees

Client stakeholders can approve VIP lists via email without needing Eventee logins. They get the request, click approve/reject, and you get updated Eventee attendee statuses. No extra seats, no confused clients.

Setting This Up Without an IT Degree

Here’s the no-BS guide to connecting ApproveThis and Eventee via Zapier:

1. Trigger: Pick your starting point in Eventee
- New attendee registration
- Speaker inquiry received
- Budget line item created

2. Action: Build your approval workflow in ApproveThis
- Set approvers (internal teams or external clients)
- Add conditional logic (“If over $10K, route to CFO”)
- Configure automatic reminders

3. Test: Zapier’s test mode lets you fake a registration and approval cycle
Pro tip: Name your test attendee “Not A Real Person” to avoid confusion

4. Launch: Turn it on and watch 40% of your meeting invites disappear

Who Actually Benefits From This?

Marketing Teams

Client-approved event budgets in hours instead of weeks. Auto-approve standard vendor contracts while flagging unusual spends. Sync approved speaker lists directly to Eventee agendas.

HR & Internal Events

Employee offsites with actual cost controls. Set approval thresholds for:
- Venue deposits
- Catering per-head costs
- Swag bag item approvals

Operations Teams

Automate vendor onboarding:
1. New vendor submits Eventee inquiry
2. ApproveThis routes to procurement
3. Approved vendors auto-added to Eventee’s vendor portal

The Cold Hard Math

Companies using both platforms report:
- 62% faster approval cycles for event budgets
- 83% reduction in “Who approved this?!” fire drills
- 47% fewer last-minute vendor changes

Translation: Your team stops being approval babysitters and starts doing actual event planning.

Common Objections (And Why They’re Wrong)

“We already have Eventee – why add another tool?”
Because Eventee doesn’t handle multi-department approvals. This integration adds governance without bureaucracy.

“Our process is too complex.”
ApproveThis handles 27-step approvals with conditional logic. Your “complex” process is Tuesday for this setup.

“We use email approvals.”
Cool. So you enjoy playing detective with reply-all threads and missing attachments? This gives you email approvals with actual tracking.

How Not to Screw This Up

- Do: Start with one high-impact workflow (speaker contracts)
- Don’t: Try to automate all approvals at once
- Do: Use calculated fields for dynamic budgets
- Don’t: Forget vacation delegation rules
- Do: Set escalation rules for time-sensitive approvals

Bottom Line

Event planning shouldn’t require herding cats and chasing signatures. The ApproveThis + Eventee integration through Zapier turns approval bottlenecks into automated workflows that actually work. You get oversight without micromanagement, speed without chaos.

Ready to stop being an approval secretary? Register for ApproveThis or schedule a demo to see how it works with your Eventee setup. Your future self (and your event team) will thank you.