PLANVORI GUIDES
A content approval process that doesn’t slow you down.
Approval is the moment someone says “yes, this one goes out.” A short, written process keeps that moment quick, avoids last-minute surprises and makes it clear who decided.
1. Name who approves each brand
Most small teams need only three roles: the person who drafts the post, a reviewer who checks it, and one final approver who says yes. For an agency, the final approver is usually someone at the client. One person can hold more than one role, but every brand should have one named final approver. When several people approve the same post, decisions tend to slow down and feedback can conflict.
2. Agree what “ready for review” means
A post is ready for review when the reviewer can judge the finished version, not a rough idea. Before sending it, check that it has:
- The final caption and headline, not placeholder text.
- The design, or a link to it, in the right format for the platform.
- A target date and time.
- Working links and a clear call to action.
- Notes on anything the reviewer should double-check, such as a price or an offer end date.
3. Review with a short checklist
Use the same checklist for every post, so reviews stay consistent and nothing depends on memory.
| Check | What to look for |
|---|---|
| Accuracy | Facts, prices, dates, offer terms, names and spelling. |
| Brand | Voice, colors and logo use, and whether it sounds like this brand rather than another one you manage. |
| Rights and permission | Permission for photos, music, quotes and people who appear in the post, plus client sign-off where needed. |
| Disclosure and claims | Paid partnership or advertising labels where required, and extra care with health, financial or other regulated claims. |
| Platform fit | Format, caption length, hashtags, alt text and how the design looks on a phone. |
| Links | Every link opens the right page, and the call to action matches it. |
4. Handle changes in one clear round
Ask reviewers to send all their feedback together, as specific changes (“change the date to 14 November”) rather than general reactions (“make it pop”). The person who drafted the post makes the changes and sends it back. Avoid “approved with changes”: if something changes, the final approver should see the final version. If a post needs more than two rounds, a short call is usually quicker than another round of comments.
5. Leave time before the target date
Decide how far ahead drafts are due. For example, a team posting three times a week might send the next week’s drafts the Wednesday before, leaving time for one round of changes. That is a starting example, not a rule. Pick a lead time your reviewers can actually meet, and agree what happens if nobody responds in time.
6. Treat the approved version as locked
The approved version is the one that gets published. If the caption, design, date or link changes after approval, it goes back for review. Keep a record of who approved what and when, so later questions are easy to answer.
An example workflow
- Idea: a topic and target date in the content calendar.
- Draft: caption, design and notes written and attached.
- In review: the reviewer and final approver check it against the checklist.
- Approved: the final approver says yes, and nothing changes without another review.
- Published: it goes out through the platform or scheduling tool you use, and you note the results.
How approval works in Planvori today
Planvori tracks three statuses for each post: Idea, Draft and Approved. Drafts wait in the approval queue, and a post needs a topic and a caption before it can be approved. If you change anything on an approved post, including its caption, headline, date, time, format, notes or Canva link, it moves back to Draft automatically. That way the approved version is always the one that was reviewed.
Some parts work differently from a full client-approval tool, so plan around them:
- Approval happens inside your own account. Guest review links for clients, separate reviewer roles and approval emails are not available yet.
- Canva edits are not synced. If someone changes the design in Canva after approval, review it and approve it again in Planvori.
- Approval does not publish. Instagram publishing is not connected, so use your usual publishing tool for approved posts.
Working with a client? One simple option is to export the calendar as a CSV file for them to review, or share the Canva design so they can comment there, then record their decision in Planvori. See what is available for the current list.
Start with a working calendar
Our free spreadsheet includes example posts and the columns Planvori needs for an import.
Get the free calendar template ↗Building the calendar first? Read how to create a social media content calendar. Ready to try the approval queue? Open the Planvori preview.