Approve posts from team members


Hootsuite Business and Enterprise organization admins can set up tailored content approval workflows for each social account. Approval rules are applied to all posts sent or scheduled by team members with limited permissions, or custom permissions requiring approval. This includes Instagram stories, and Twitter and Facebook replies and comments made in-stream. For more information about permissions, see Assign permissions (Business and Enterprise plans).

Plans: Business and Enterprise only

Approvers and authors can enable notifications by email (see Manage email notifications) and in their dashboard notification center (see Manage notifications (Business and Enterprise).) Approvers receive notifications when a post is ready for approval. Authors receive notifications when a post is approved or rejected.

View approval status

You can view a post's status in the Content tab of Publisher :

  • Sent/scheduled posts that need approval appear in the author’s Pending Approval queue.
  • Posts waiting for approval appear in the approver's Require My Approval queue.
  • Posts rejected by an approver appear in the author’s Rejected queue. Here the author can edit and resend the post for approval, or delete it.
    Only the author of a post in an approval workflow can delete it.
  • Scheduled posts not approved before their scheduled publish time move to the Expired Approvals queue.
  • Posts rejected by or waiting for approval from Proofpoint appear in the Rejected queue.

Approve or reject a post

  1. Go to Publisher  and select the Content tab.
  2. On the left, select Require My Approval.
  3. Select a post to view it in full.
  4. Optional: Select Edit  to edit the post before approving. Instagram comments cannot be edited before approval.
  5. Select Approve or Reject.

Approved posts are published (or get scheduled) right away unless a second or third approver is required. The second approver gets approval requests only after the first approver approves a post. Likewise, the third approver will not get approval requests until the second approver has approved the post.

Tip: You can also edit and approve posts in the Hootsuite mobile app.

The author of a rejected post will find the rejected post in their Rejected queue. Select the post to view the approver’s note, edit, and resend it for approval, or delete it. Only the author of the rejected post can delete it.

View a post's time-stamped approval history

  1. Go to Publisher  and select the Content tab.
  2. Select any approval queue type in the menu.
  3. Select a post to view it in full.
  4. Select View approval history.

The approval history tracks who sends, edits, and approves each post.

Customize approval workflows

The default approval rule requires posts by limited team members to be approved by an Admin (Advanced) or Editor for the social account. Rules can be customized to designate a specific team (disregards permissions) or team member as the approver. You can also add a second or third tier of approval for extra security. Users cannot approve their own posts.

Important: When a team is selected as an approver in a custom approval rule, every member of that team will be able to approve posts (except their own), regardless of their own account permissions.

Custom approvals need to be tailored for each social account. This feature is not available for YouTube.

Edit a custom approval rule

This procedure must be completed by an organization admin.

  1. Go to My profile profile-icon.png, and then select Social networks and teams.
  2. Select Social Networks under the organization name.
  3. Select the social account from the list on the left, and then select the Profile Settings tab.
  4. Select Settings  next to Custom Approvals, and then select Edit Custom Approval.
  5. In the first approval field, search for a team, team member, or role to act as the first approver for the social account. You can select a specific team member or any team members with the defined role.
  6. Optional: Select Add a 2nd approver and Add a 3rd approver and then select a team, team member, or role to act as the second and third approvers for the social account.
  7. Select Save and set.
  8. Review the new approval workflow, and then select Done.