Enjoying the Scheduler app? 📆
We are excited to help you optimize your content scheduling and approval process. Below you'll find a quick setup for small brand teams, followed by five effective ways to get your posts approved, plus one bonus tip for keeping your clients in the loop. 😊
Quick Setup: Small Brand Team ⚡
Typical situation: one or two people prepare the posts, and a manager or the person behind the brand approves them. Here is the whole loop in five steps.
1. Invite the person who approves
Go to Settings → Users & Team → Create a new user. On the Access & Roles tab, give them access to the brand's channels and pick a Scheduler role:
Client sees the posts and the Discussion with client, but not your internal comments. Ideal for the boss or the brand owner.
Editor also sees Internal comments. Ideal for an assistant who prepares posts with you.
2. Mark finished posts as To Approve
When a post is ready, set its status to To Approve and click Save to Scheduler. Posts in To Approve stay in the calendar and are never published, so nothing goes live before it is approved.
3. Let them know automatically
Assign their email to the To Approve status (see Approval via Email below), or send the posts to ZoomSphere Chat. With the ZoomSphere mobile app installed, they get a push notification and can approve on the go.
4. Feedback and approval in the post
They open the post, leave feedback in Discussion with client (the briefcase tab on the right) and switch the status to Approved, or to To Rework if something needs changing. Your team can talk in Internal comments (the lock tab), which a Client never sees. 👉 Client: How to Approve Post?
5. Approved means published
A scheduled post with the Approved status and automatic publishing is published by ZoomSphere at the scheduled time. No extra click needed.
⚠️ Don't set Approved on your own posts "just to save them". Approved is the signal to publish. Use Private Draft or In Progress while you are still working.
1. ZoomSphere Chat: The Fastest Way ✔️
Use the select button to gather all posts in your calendar and send them as a direct message to your client or manager. For groups, send them to a group chat. With the ZoomSphere mobile app, they’ll get a push notification and can review and approve on the go! 👉 Learn more 🤖 You can also ask Claude or ChatGPT to send the posts to chat for you with ZoomSphere MCP.
2. Post Statuses: Visual Workflow Control ✔️
Customize your post statuses to mark each stage of content creation. When ready, mark the post as “To Approve” to alert your teammate that it’s time for their review. 👉 Customize statuses
3. Approval via Email ✔️
Set up status-specific emails to automatically notify clients when a post is ready for approval. Assign their email to the “To Approve” status, and they’ll receive an email with a direct link to view the content needing approval immediately when you use the To Approve status in your posts. 👉 How to set it up
4. Bulk Approval via Email ✔️
Send content for approval in one email with a personal message included. Click the "Bulk Actions" button, select posts and ideas, and then click the "Send to Email" option on the right-hand panel. Write the message and send it. 👉 Learn more 🤖 You can also ask Claude or ChatGPT to send the posts by email for you with ZoomSphere MCP.
5. Post Comments: Feedback Made Simple ✔️
Tag teammates in comments using “@” for instant notifications. It’s an easy way to request feedback or approval, with options for mobile, email, and bell notifications. Only users with access to the Scheduler app receive the notification.
🤖 Ask for approval from Claude or ChatGPT. With ZoomSphere MCP, your AI assistant can add a comment to a scheduled post or idea and mention your client or manager. They get the same bell and email notification as from the app. Try: "Comment on next week's posts in Discussion with Client, mention Jana and ask her to approve them." 👉 Comment Collaboration
6. Export as PDF or Excel ✔️
For monthly or weekly overviews, export your post plan and send it to clients as a PDF or Excel file, perfect for a quick, full-scope review. 👉 Discover more
