How Post Approval Works
When a team member without approval permission schedules a post, it enters a Needs Approval state instead of being immediately scheduled. The post remains in this state until someone with approval permission reviews and approves it.Post approval is permission-based, not role-based. Any team member (Admin, Member, or Viewer) can be granted approval permission.
The Approval Workflow
Here’s what happens when approval is required:- A team member without approval permission creates and schedules a post
- The post is saved with Needs Approval status instead of Scheduled
- The user sees a confirmation: “Approval required”
- Team members with approval permission can review the post
- An approver clicks Approve to schedule the post
- The post changes to Scheduled status and will publish at its original scheduled time
Team members with approval permission don’t need approval for their own posts. Their posts go directly to scheduled status.
Granting Approval Permission
To give a team member the ability to approve posts:Add or edit a team member
When adding a new team member or editing an existing one, you’ll see a Can Approve checkbox.
Enable the permission
Check the Can Approve box to grant this permission.
This permission works independently of the team member’s role. You can grant approval permission to Admins, Members, or even Viewers.
Scheduling Posts Without Approval Permission
If you don’t have approval permission, here’s what happens when you schedule a post:What You See
When you click Schedule or Add to Queue:- A success message appears showing the scheduled date and time
- Below that, you’ll see: “Approval required”
- A green checkmark icon appears in the post editor
Where Your Post Goes
Your post appears in the Needs Approval tab on the Posts page. It won’t be published until someone with approval permission reviews and approves it.What You Can Do
While your post is awaiting approval, you can still:- Edit the post content
- Change the scheduled time
- View the post details
- Delete the post if needed
You cannot approve your own posts. Only team members with approval permission can approve them.
Approving Posts
If you have approval permission, here’s how to review and approve posts:Find posts that need approval
Go to the Posts page in your workspace. Click the Needs Approval tab to see all posts awaiting review.
This tab only appears when there are posts that need approval.
Review the post
Click on a post to open it and review the content, media, scheduled time, and target accounts.
What Happens After Approval
Once you approve a post:- Its status changes from Needs Approval to Scheduled
- It moves to the Scheduled tab on the Posts page
- It will be published automatically at the scheduled time
- The post creator receives confirmation that their post was approved
Viewing Posts That Need Approval
Posts awaiting approval are easy to find:On the Posts Page
Look for the Needs Approval tab at the top of the Posts page. This tab shows:- All posts waiting for approval
- Who created each post
- When each post is scheduled to publish
- Which accounts the post will be published to
Post Status Indicators
Posts that need approval show:- A Needs Approval badge in the post list
- The scheduled date and time (when it will publish once approved)
- A green checkmark icon for users without approval permission
When to Use Post Approval
Post approval is useful in these situations:Brand Protection
Require approval for all content to ensure it meets brand guidelines and quality standards before publishing.Client Approval
If you manage social media for clients, use approval to give them a chance to review content before it goes live.Training New Team Members
Require approval for new team members while they learn your content standards and tone of voice.High-Stakes Content
Use approval for important announcements, product launches, or sensitive topics that need extra review.Multi-Department Workflows
When multiple departments collaborate on content, use approval to ensure the right people sign off before publishing.Best Practices
Set Clear Expectations
- Tell your team who has approval permission
- Set response time expectations for approvals
- Establish guidelines for what needs to be checked during approval
Plan Ahead
- Schedule posts with enough lead time for the approval process
- Don’t schedule posts to publish immediately if they need approval
- Consider time zones when scheduling posts that need approval
Use Approval Selectively
- Not every team member needs to go through approval
- Grant approval permission to experienced team members
- Use approval as a training tool, not a permanent restriction
Multiple Approvers
- Assign approval permission to multiple team members
- This prevents bottlenecks if one approver is unavailable
- Distribute the approval workload across your team
Regular Reviews
- Check the Needs Approval tab regularly
- Don’t let posts sit unapproved for too long
- Communicate with team members if posts need changes
Frequently Asked Questions
Can I approve my own posts?
Can I approve my own posts?
No. If you have approval permission, your posts go directly to scheduled status and don’t require approval. This is by design to streamline workflows for trusted team members.
Can I give approval permission to a Viewer?
Can I give approval permission to a Viewer?
Yes. Approval permission is independent of roles. However, Viewers can only approve posts—they cannot create or edit them.
What happens if I edit a post after it's been approved?
What happens if I edit a post after it's been approved?
The post remains approved and scheduled. Edits don’t reset the approval status.
Can I require multiple approvals for a single post?
Can I require multiple approvals for a single post?
No. PaddyPost uses a single-approval workflow. Once one person with approval permission approves a post, it moves to scheduled status.
What if a post needs approval but no one approves it by the scheduled time?
What if a post needs approval but no one approves it by the scheduled time?
The post will not be published. It remains in Needs Approval status until someone with permission approves it. You can then reschedule it to a new time if needed.
Can I remove approval permission from a team member?
Can I remove approval permission from a team member?
Yes. Edit their team member settings and uncheck the Can Approve box. This change takes effect immediately.