Working in an SMM agency is like juggling: dozens of clients, hundreds of posts, thousands of messages from subscribers and colleagues. While one client is waiting for content approval, another is already asking for a report from last week.
In such a flow, mistakes can happen. But they can be avoided. We explain how Postmypost helps to establish a transparent and manageable process.
Plan the Work Stages
The service has a flexible stage system. It allows you to adapt the workflow to your style and team structure—ranging from a single specialist to a large agency with multi-level approvals.
The interface is reminiscent of Trello. The stages are visual columns on your board. For example: draft — revision — approval — publication. Each team member can see where the post is and what needs to be done with it.
How to Create Stages for Your Process
Go to the "Workflow" section and click on the plus sign and "Create Stage."
Give it a name—such as "Client Approval" or "Editing"—and click "Save."
There, you can also set up the transition logic:
- back — you can return the post for revision or to any previous stage;
- forward — send it to the next step or directly to the required section.
Enable Approval and Auto-Publication
When multiple people are working on content—a copywriter, designer, marketer, and client—it's easy to miss something. One might overlook a typo, another might misunderstand the task, and a third might accidentally send the post for publication. To avoid this, you can set up an approval system. It ensures that no post goes to social media without approval.
It’s convenient to rely on three approval formats:
- Optional — when only some publications need to be checked;
- Mandatory — the post is automatically sent for review after a certain stage (e.g., after adding an image). Until at least one responsible person approves the material, the post will not be published;
- Multi-level approval — a solution for agencies with several verification levels. You assign a separate specialist for each level.
We explained how to set up approval stages in detail in this article.
With the approval stages, the client only sees the finished content—without drafts and internal discussions. And the manager is confident that all content is approved and meets brand standards.
How to Customize the System for Yourself
Each agency has its own rhythm and team composition, so in Postmypost, stages can be customized to fit your needs.
If you are handling a project alone, the structure can be as simple as:
idea — draft — revision — scheduled — published
For small agencies or startups, a linear scheme may work:
drafts — approval — scheduled — published
For larger teams and agencies, structure is especially important, as there may be several approvers. In this case, you can set up the following stages:
text — text revision — design — visual check — marketing approval — director approval — client approval — publication
If you have a project team with external contractors, the chain can look like this:
Brief — execution — marketing check — client approval — publication
This way, all tasks are guaranteed to be completed on time. Specialists can see which briefs they can work on and which posts need to be prepared. Meanwhile, the marketer and client receive notifications only when the material is ready for review.
You can read how to set up team roles in Postmypost in this article.
When everything is systematic, the team can breathe easier. That's what Postmypost helps with: specialists know their area of work, deadlines are met, and clients see the finished result. Try structuring your process through our service — and you'll see that managing content can be done without panic.
