How to set up a client approval workflow

The problem with approvals by email

Most teams approve social posts the same way: someone writes a draft, takes a screenshot, emails it, waits, and copies the corrected text back. Feedback gets lost, the wrong version goes out and the post misses its slot. A good workflow keeps the post, the comments and the decision in one place.

Step 1: one workspace per client

Create a workspace for each brand or client. It has its own channels, calendar, queue, media and team, so nothing from one client ever ends up on another client's account.

Step 2: give everyone the right role

Each member of a workspace has a role:

• Owner and admins manage channels, members and settings, publish directly and can approve.
• Editors write, schedule and upload media. When the workspace requires approval, their posts go to review first.
• Approvers read everything, comment, and approve or send back posts, without editing or publishing. The right role for a manager or a client who wants an account.
• Viewers can see everything (posts, calendar, analytics) but change nothing.

Step 3: turn on "approval required"

In the workspace settings, require approval. From then on, an editor who schedules a post sends it for approval instead. Admins and approvers see it in their pending approval list, with a preview for each network, and approve it or send it back with a comment that says what to change. An approved post takes its planned time; a post sent back returns to the editor as a draft, with the comment attached.

Step 4: send clients an approval link

Most clients don't want another login. Create an approval link instead:

1. Choose what it shows: everything waiting for approval, the posts planned between two dates, or a hand-picked selection.
2. Give it a name (it becomes the page title, for example "November posts for Acme").
3. Choose how long it stays valid (90 days at most) and, if you like, a password to share separately.

Your client opens the link and sees each post as it will be published, with its networks, media, first comment and planned time in your time zone. They type their name, add a comment if needed, and click Approve or Send back. Their decision and comment appear in the post's history and the team is notified.

Copy the link when you create it: for security it is shown only once. You can see when it was last opened and revoke it at any time. On plans with white label, the page carries your own logo, colour and company name.

Step 5: get notified

Connect a notification channel (email, Slack, Microsoft Teams, Discord, Telegram or a webhook) so the right people hear about it when a post is waiting for approval and when a decision is made. Nobody has to keep checking.

Plan for review time

• Write posts at least a few days before they're due, so there is time for one round of changes.
• Agree on a weekly review moment with each client and send one link with that week's posts.
• When the same feedback comes up again and again, turn it into a short brand guideline for the team.

The goal is fewer rounds, not more rules. With roles, approval required and client links, a week of posts can be reviewed in minutes, and everyone can answer "who signed this off?" months later.