ApproveThis manages your Calrik Integration approvals.

Why Approval Workflows Matter for Scheduling

Modern businesses run on meetings – client calls, project kickoffs, executive reviews. But unregulated scheduling creates chaos. Double-booked calendars, unauthorized external commitments, and last-minute scrambles cost teams hours weekly. Calrik solves the logistical side of scheduling, while ApproveThis adds guardrails. Together, they ensure every meeting aligns with company priorities before it hits the calendar.

What Happens When You Combine Approval Automation with Scheduling?

ApproveThis doesn’t just add a “yes/no” layer to Calrik. It brings structure to how meetings are proposed, reviewed, and finalized. Think of it as a quality control system for your time. For example:

• A sales rep schedules a demo with a high-value prospect. The system automatically routes the request to their manager to confirm budget alignment.
• An HR coordinator books final-round interviews. ApproveThis requires sign-off from both the hiring manager and department head based on predefined rules.

This integration eliminates back-and-forth emails and ensures critical stakeholders review meetings that impact budgets, client relationships, or internal priorities.

Real-World Use Cases Across Teams

Client-Facing Teams: Sales & Account Management

Sales teams using Calrik often face a dilemma: move fast to secure prospect time or wait for internal approvals. With ApproveThis integrated:

When a sales development rep schedules a product demo in Calrik, ApproveThis automatically:

• Checks if the prospect’s estimated deal size exceeds the rep’s approval threshold
• Routes the request to the regional sales director if over $50K
• Updates the Calrik event status to “confirmed” only after approval

This prevents overcommitment on discounted deals while letting reps book meetings within their authority.

HR & Talent Acquisition

Hiring managers often need to coordinate interviews across multiple departments. ApproveThis adds visibility:

A recruiter schedules a panel interview via Calrik. The workflow:

1. Requires approval from all interviewers’ managers to confirm availability
2. Automatically reschedules if any approver rejects with “conflict” reason
3. Shares approved interview details with candidate via Calrik’s system

This reduces no-shows and ensures interviewers are properly briefed.

Executive Assistants & C-Suite

For leadership teams, every meeting must justify its time cost. The integration helps:

When an EA books a quarterly review in Calrik, ApproveThis:

• Requires the requesting VP to submit a business impact summary
• Routes to CFO/COO based on meeting type
• Applies urgency scoring using ApproveThis’ calculated fields

This maintains strategic focus for leadership calendars.

Key Technical Advantages

While many tools claim workflow automation, this integration delivers unique benefits:

No License Overhead: External partners (clients, vendors, board members) can approve meetings via email without needing Calrik access. ApproveThis handles authentication through secure tokenized links.

Conditional Escalation: If an approver doesn’t respond within 24 hours (configurable), requests automatically escalate to their manager. Vacation settings ensure coverage during PTO.

Audit Trails: Every approved/denied meeting shows who approved it, when, and any comments. Crucial for compliance in regulated industries.

Setting Up the Integration

Connecting Calrik and ApproveThis via Zapier takes under 15 minutes:

1. In Zapier, create a new Zap with Calrik as the trigger app
2. Select “New Meeting Scheduled” as the trigger event
3. Authenticate your Calrik account (using OAuth)
4. Add ApproveThis as the action app
5. Choose “Create Request” and map relevant Calrik fields (meeting title, participants, date)
6. Set approval rules in ApproveThis (thresholds, approvers, deadlines)
7. Test with a sample meeting

For complex workflows, use ApproveThis’ conditional logic to:

• Route internal vs external meetings differently
• Require budget codes for events with catering costs
• Auto-approve recurring team standups

Cross-Functional Benefits

IT & Security Teams

Reduce shadow scheduling by requiring approvals for:

• External tool demos (potential SaaS sprawl)
• Meetings with unvetted vendors
• Offsite events needing data compliance reviews

Finance Departments

Embed fiscal controls into the scheduling process:

• Auto-flag meetings with travel costs exceeding department budgets
• Require PO numbers before approving client workshops
• Integrate with accounting software via Zapier for real-time budget checks

Going Beyond Basic Approvals

Smart companies leverage ApproveThis’ advanced features:

Calculated Fields: Automatically score meeting urgency based on:

• Number of attendees (cost multiplier)
• Client tier (enterprise vs SMB)
• Deal stage (pipeline value)

Approval Groups: Handle complex sign-offs like:

• Consensus from entire legal team
• Sequential reviews (team lead → department head → CFO)

Real-Time Monitoring

ApproveThis’ dashboard gives visibility into:

• Average approval time per department
• Most common rejection reasons
• Upcoming meetings pending review

This data helps optimize scheduling policies and resource allocation.

Why This Integration Becomes Indispensable

As companies scale, ad-hoc scheduling processes break down. The ApproveThis-Calrik integration acts as both accelerator and regulator:

• Accelerator: Employees book meetings faster within guardrails
• Regulator: Ensures time investments align with business goals

It’s particularly impactful for:

• Companies with client-facing teams (agencies, consultancies)
• Organizations in regulated industries (healthcare, finance)
• Distributed teams across time zones

Getting Started

To implement this integration:

1. Sign up for ApproveThis (free trial available)
2. Connect your Calrik account via Zapier
3. Build your first approval workflow in under 20 minutes

For complex needs, request a custom demo showing how to:

• Integrate with your CRM for lead-aware approvals
• Set multi-tiered approval chains
• Generate compliance reports