Imagine: a copywriter writes text in Google Docs, a designer shares a layout in Telegram, a manager sets deadlines in Excel, and a client asks to send everything as one file via email. The result — the post is published late, revisions get lost in the correspondence, and the SMM specialist, instead of being creative, is trying to figure out which version of the text to post.

But it is possible to work differently: without constant switching between services and mistakes. It’s enough to organize the process so that everyone knows their role and tasks move through a clear system. In this article, we will explore how to gather a team in one workspace and turn chaos into a well-tuned process.

Board in Postmypost

If you've ever used Trello, you're familiar with the board format: tasks are displayed as cards and move through columns from stage to stage. But such tools have one downside — they are not inherently connected to social media publishing. So planning is convenient, but then you have to run around to different services: separate tables, separate messengers, separate services for scheduled posting.

In Postmypost, we have combined all stages in one place and created a board designed for the work of SMM teams. You create a post, write a brief for the copywriter and designer, approve the material within the team, show it to the client or supervisor, and immediately set a publication date. That means there's no need to switch between apps.

Each post on the board lives in its column. The columns represent stages of the workflow: "Draft," "Creation," "Approval," "Planning," "Published." But the most convenient part is that they can be customized to fit your format. For example, you can add a separate step for "Design" or "Legal Check."

Essentially, the board in Postmypost is the route of a post, from the idea to its release on social media. You can always see what stage it is at and who is responsible for it. Details on how to work with the board can be found in this material.

Stages of Work

You can set the stages yourself, but there is a basic option that suits most teams.

1. Draft. Here, the project manager or SMM specialist gathers all ideas and sketches. In the card, you can write out the theses, the structure of the post, or a brief for the copywriter and designer. These are quick notes that will later turn into content. You can also immediately choose the date and time of publication.
2. Copywriting. At this stage, the specialist writes the text based on the provided brief.
3. Design. The designer, seeing the task from the SMM specialist and copywriter, creates and attaches images.
4. Approval. When the team is ready to show the result, the post goes for client approval. The client only sees this stage — they don’t interfere with drafts or internal discussions.
5. Planning. If the client likes everything, they click the “Approve” button and the post moves to the scheduled stage — no manual publication is required. The Postmypost auto-posting service will do everything for you.
6. Publication. If a post is at this stage, it means it has been successfully published.

In the "Workflow" section, you can edit the stages to suit your needs.

To ensure that no one misses their stage, you can enable notifications via Telegram, email, and push notifications in the app. More details about this can be found in the instructions.

When a post moves to, for example, the "Design" stage, the designer immediately receives a notification. The same goes for the client at the approval stage — they receive a notification and can immediately follow the link.

Notifications can be configured in the "Team" section in the right menu.

Roles and Access Rights

Postmypost has a system of roles and access rights. Each specialist works in their area of responsibility — the overall process is managed by the administrator.

Manager creates and edits posts, publishes them, works with analytics, and monitoring. However, they cannot skip the approval stages.

Administrator has full control. They manage the project and have access to all functions and settings.

Creator is responsible for the content. They write texts, upload visuals, and participate in discussions. However, they cannot publish posts.

There is also an approver — a person who only accepts or rejects materials. For example, a lawyer.

If the available roles are not sufficient, flexible rights can be set up.

Roles can be configured in the "Team" section.

Why This is Beneficial for the Team

When everyone works in one space, chaos simply doesn’t have time to arise. What other advantages are there?

1. One service instead of three. No more need to jump between tables, messengers, and Trello. Everything lives in Postmypost.
2. Time savings. The fewer switches and unnecessary actions, the more time is left for creativity and strategy.
3. Security. Social media passwords are not passed around. Everyone works through Postmypost with the level of access they need.

Try setting up roles and workflow stages in Postmypost and you will immediately feel the difference. Instead of endless approvals and tables, you will have a clear system that saves time and nerves for the entire team.