Every post is released by a person before it goes to Google. That person is either someone signed in to the dashboard, or an approver named on the location who approves from an email without logging in. AI assistants prepare posts, and a person approves them, so your clients stay in control of their profile.
Approvers are set under Posts -> Settings, on the Approvals and Notices tab. Waiting posts are listed under Posts (Approvals tab) and, for every customer at once, under Business -> Publishing. Approvals are unlimited, and approvers need no account and no seat.
Who can approve
- A signed-in person whose role includes
Approve posts, including customers withApprove posts onlyaccess - A named approver, from the link in their approval email. No login needed
- A person with
Schedule postswho writes a post can release it withApprove and ScheduleorPublish Now. That is their approval - AI assistants draft and send for approval. A person approves
Edit and Approve: approvers can fix the title and text on the approval page and approve in one step withSave and Approve. The edit is checked before it is posted. No login needed
One post or a batch
- An approver gets one email per location with the posts waiting for them. Posts sent for approval within the next hour join the following email. One email holds up to 25 posts
- Each post shows its text, photo and time as it will appear, who drafted it, and the facts it uses
Approve Allapproves only the posts that were on the page when it opened. A post added or changed after that keeps waitingEdit and Approveworks on any post in the batch, thenSave and Approvereleases that post- A post changed since the email went out is marked
Updated since this email was sent, and the page shows the current version
Request changes
Click Request Changes, say What should change?, and send. The post moves to Changes requested and the people who prepared it are told. A post written by AI that nobody has edited is rewritten with the comment straight away and comes back for approval. Once a person has edited it, it waits for them.
- The approver picks a reason (
The wording is not right,A price or date is wrongorSomething else) and can add a comment - On the post's page,
Make This a Standing RuleopensVoice and Instructions, so the comment becomes a lasting instruction for every future post at that location Something Is Wrongunder a fact lets the approver say what is right (Send Correction). The fact showsReported as wrongunderPosts -> Settings,Business Facts, and waits there until someone checks it
How approval links behave
- A link works for at least 7 days, and for as long as one of its posts can still be approved, up to 60 days. An expired link offers
Email Me a New Link, which sends a fresh link to the same address - Each approver gets their own email and their own link
- Opening a link changes nothing. Only the buttons on the page do, so link scanners in mail systems never approve a post
- Removing an address from
Approversstops its links at once - The pages show your logo, name and colours, on your own domain once one is set as primary (until then, on your platform address)
Stop These Emailsat the bottom removes that address from that location's list
Automatic reminders
- When a post is still waiting about 24 hours before its time, its approvers get one reminder
- A post sent for approval less than 24 hours ahead gets none, because its approvers just had the request
- It is on by default, under
Business -> Publishing,Playbook,Emails to Your Customers,Approval reminders Send a Reminder Nowsends one on demand, from the agencyApprovalstab or from the post's own page
The pause link
Every approval email also has Pause Autopilot. It stops Autopilot writing new drafts for that location until someone turns it back on. Posts already approved still go out: the page lists them and says Ask followed by your agency name to stop one.
Approve across customers
Go to Business -> Publishing, Approvals tab. Every waiting post of every customer is listed, oldest request first. Search by customer or location, tick posts and click Approve Selected, or use Request Changes on a row. Send a Reminder Now emails the approvers again. The Waiting, Changes Requested and Expired filters sort the list.
Select Every Post on This Pageticks the page. Posts that arrive after the page opened wait for their own approval- A row without a checkbox is approved from its own page. It says
Open It to See Why - Opening a row switches to that customer and location first, so you never edit one customer's post under another's name
Edits send a post back
Changing the text, title, photo, button, link, or offer and event details of a post that is approved or waiting creates a new version, and that version needs approval. An approval always covers the exact version that will be sent.
Approved after its time
A post approved after its time has passed moves to the next opening of the location's posting days and hours (Monday to Friday, 09:00 to 17:00, unless your playbook says otherwise) instead of going out at once. Use Publish Now on the post to send it immediately.
When a waiting post expires
- A post waiting for approval, or with changes requested, expires 7 days after its scheduled time has passed
- An Autopilot draft also expires 7 days after approval was last requested, and Autopilot plans the next one
- A post with no time never expires
- An expired post can be sent again with
Request Approvalonce it has a new time