ApproveThis manages your Onlive approvals.

Why Combine ApproveThis with Onlive?

Event management thrives on precision, but approvals often create bottlenecks. Onlive simplifies guest registration and check-ins, while ApproveThis automates decision-making workflows. Together, they turn chaotic processes into seamless operations. For event planners, this means fewer delays, clearer communication, and more time to focus on what matters: creating memorable experiences.

Approval bottlenecks aren’t just frustrating—they’re expensive. A corporate conference waiting on VIP attendee sign-offs or a university delaying workshop registrations due to manual reviews loses momentum. With ApproveThis and Onlive connected via Zapier, teams automate approvals directly within existing event workflows. Approvers don’t even need an Onlive license—they can review requests via email, making it ideal for external partners or cross-department collaboration.

Key Business Benefits

Accelerate Guest List Management

Event agencies juggling multiple clients can automatically route high-profile guest registrations for approval. For example, a luxury wedding planner might require client sign-off before adding VIP attendees. With ApproveThis, these requests trigger instantly when Onlive detects a new registration, and stakeholders approve via email without logging into either platform.

Eliminate Manual Data Entry

When a marketing team approves a speaker for a trade show, their details should instantly populate in Onlive. No more copying emails or double-checking spreadsheets. The integration ensures approved requests automatically create guest profiles, reducing errors and saving hours per event.

Enforce Budget Controls

Finance teams use ApproveThis’ thresholds to auto-approve registrations under $500 or escalate premium ticket purchases. A nonprofit hosting a fundraiser could set rules to flag registrations exceeding donor tiers, ensuring compliance before adding guests to Onlive.

Real-World Use Cases

1. Corporate Conferences: VIP Access Control

Large enterprises often require executive reviews for high-profile attendees. When a C-suite member registers via Onlive, ApproveThis triggers a multi-step approval: first by the events team, then by security. Using sequential approval groups, each reviewer gets the request automatically. If an approver is unavailable, vacation delegation reassigns it instantly. Once approved, the guest is added to Onlive with correct access levels.

2. University Events: Faculty Oversight

Universities hosting research symposiums need departmental approvals for external speakers. A professor’s registration in Onlive could route to their dean via ApproveThis. The dean receives an email with a calculated field showing travel costs—approve if under budget, deny if over. Approved requests sync back to Onlive, while denials trigger automatic notifications to the professor.

3. Trade Shows: Sponsor Management

Trade show organizers often require sponsor approvals before granting booth access. When a sponsor representative registers in Onlive, ApproveThis sends a request to the sponsorship director. Using conditional logic, requests from platinum sponsors skip lower-tier reviews. Approved guests receive custom badges in Onlive, while denials alert sales teams to follow up.

How to Set Up the Integration

Connecting ApproveThis and Onlive takes 15 minutes with Zapier. Here’s how:

1. Create a Zapier Account: If you don’t have one, sign up for free.
2. Choose a Trigger: Select Onlive’s “New Guest Registration” or ApproveThis’ “Request Approved/Denied.”
3. Connect Accounts: Authenticate Onlive and ApproveThis in Zapier using API keys or OAuth.
4. Map Data Fields: Link Onlive’s guest details (name, email) to ApproveThis’ request form.
5. Test & Activate: Run a test registration to ensure approvals trigger correctly.

For complex workflows, use ApproveThis’ calculated fields to auto-populate cost estimates or attendee categories based on Onlive data.

Team-Specific Advantages

Event Planners: Reduce Last-Minute Chaos

Track all approvals in one dashboard instead of digging through emails. If a speaker’s registration is pending, ApproveThis shows exactly who’s responsible. Real-time updates sync to Onlive, so guest lists stay current.

Finance Teams: Enforce Budgets Proactively

Set approval thresholds for registration fees or catering costs. If a request exceeds limits, it’s automatically routed to senior staff. Approved expenses sync to accounting software, while denials notify planners to adjust budgets.

HR Teams: Streamline Internal Events

Employee training sessions or holiday parties require manager approvals. HR can configure ApproveThis to auto-approve registrations from certain departments or escalate offsite events. Approved employees appear in Onlive with correct session tickets.

Marketing Teams: Protect Brand Integrity

Ensure only approved partners attend product launches. Marketing leads receive requests with attendee LinkedIn profiles and company details. Consensus-based approvals require two sign-offs, reducing risk.

Critical Features You’ll Use

ApproveThis isn’t just about approvals—it’s about context. Here’s how key features enhance Onlive workflows:

• Email-Based Approvals: External vendors approve requests without creating accounts.
• Approval Groups: Require consensus from an entire committee or sequential reviews.
• Vacation Delegation: Avoid delays when approvers are OOO.

Common Pitfalls to Avoid

Don’t: Use single-step approvals for high-stakes events. A denied VIP request should notify both the planner and the guest.
Do: Use calculated fields to display registration costs or attendee history during approval.

Ready to Transform Your Event Workflows?

ApproveThis and Onlive solve a critical problem: approvals shouldn’t slow down events. By automating decision-making, teams eliminate bottlenecks, reduce errors, and keep guest lists accurate. Whether you’re managing a 10-person workshop or a 10,000-attendee conference, this integration ensures everyone stays aligned.

Register for ApproveThis today, or schedule a demo to see how it works with Onlive. For Zapier setup details, visit the Onlive-Zapier integration page.