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Approval & review

Require a manager to approve social posts before they schedule or publish, and review, edit, approve or return posts in the Approval Queue.

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The Approval Queue in Convia Pro lets workspace owners and managers review content before it goes live. When approval is on, a social post cannot schedule or publish until a manager approves it. Teams use it to check posts written by contributors, by Autopilot and Content Automations, and by Magic Campaign.

Turn on approval

  1. Go to Settings → Publishing. Only owners and managers can change this setting.
  2. Turn on Require approval for social posts.
  3. If social posts are already scheduled for the future, Convia asks what to do with them: Keep as Scheduled lets them publish as planned, and Move N Post(s) to Approval Queue sends them for review.

From then on, clicking Schedule on a social post sends it to Pending Approval, with a message that it was submitted for manager approval.

If you turn approval off later, posts already pending stay in the queue until someone approves or returns them.

Approval blocks scheduling and publishing for social posts only. Articles go through the same queue for review, but approving an article marks it Approved, and it is published later with Mark as Published in the article editor.

Who can approve

Role In the approval workflow
Owner Opens the queue, approves, returns and publishes directly
Manager Opens the queue, approves, returns and publishes directly
Contributor Creates and edits posts, and submits them for approval
Viewer Read-only

Anyone on the team can flag a post for a manager's attention. Others who open the queue see a message that it is available to workspace owners and managers. See Workspaces & teams.

Review the queue

Open the queue by clicking Approvals at the bottom of the sidebar. Cards across the top count what is waiting and work as filters:

Card Shows
Pending Everything waiting for review
Flagged Posts someone flagged
Overdue / Urgent Posts past their scheduled time, or scheduled within the next 2 days
Articles Articles only
Social Posts Social posts only
From Autopilot Autopilot posts. Shown only when there are some

Overdue posts are listed in an alert at the top of the page. Clear those first so you do not miss a publishing window.

Each item shows its platform, the account when you have more than one on that platform, who wrote it and when, and its scheduled time. Badges mark Flagged, Before release, Overdue and Urgent items. Format chips mark posts that will publish differently from a standard post: Story · 24h, Reels tab only or Trial reel on Instagram, the visibility of YouTube automation posts, and the audience of TikTok automation posts, including Only me unless set when no audience has been chosen.

Posts written by automations

Posts written by Clip Autopilot or a Content Automation show Automation with a robot icon as their author, instead of the name of the person who set the automation up. This applies on desktop and mobile.

Approve, edit or return a post

  1. In the queue, click View to open the post. A social post opens in the post editor, where you can edit and save it. An article opens on its own page.
  2. Back in the queue, click Approve, or Return to send the post back to its author.

What happens next:

  • Approve on a social post with a scheduled date moves it to Scheduled, and it publishes at that time. Without a date, it becomes Approved and does not go out on its own until someone schedules it.
  • Approving a flagged post clears the flag and tells the person who flagged it.
  • Return sends the post back to Draft, clears its date and account, and cancels any pending publish. The post shows a Rejected badge until someone resubmits it.
  • The author is notified when their post is approved or returned.

Editing a post that is already scheduled does not send it back for approval, and changing its date keeps it scheduled.

Approve several posts at once

Tick posts, or Select all, then click Approve with the count. Some posts have no checkbox because they need individual review: posts whose scheduled time has passed, and posts held for a missing asset. The queue says how many need individual review.

Bulk approve also respects your plan's limit on scheduled posts. If the scheduled queue is already full, nothing is approved and Convia explains why. If only some fit, the rest stay pending. The summary afterwards says how many were approved, how many failed and why, and how many had no date and so will not go out on their own.

Late posts and Approve and publish now

A post can never be scheduled for a time that has already passed, because it would go out right away instead of on its day.

When you approve a post whose scheduled time is over, Convia opens Scheduled time has passed:

  • Pick a New date and time (optional) and click Approve for new time, or
  • Click Approve and publish now to send it right away.

Bulk approve leaves these posts for you to approve one at a time, and the post editor asks for a new date before it approves one.

Posts dated before release

A post dated before its episode is released carries a Before release badge. Approving it opens a Before the episode is out confirmation, with Approve anyway, Publish anyway or Approve all anyway depending on how you approve. Teasers can still go out early; this makes sure it is on purpose.

Posts held for a missing asset

When a campaign plan needed a clip or visual you did not have, the post is held with a brief describing what it needs. In the queue it offers Review & attach instead of Approve and Return. Open it, attach the asset in the editor and save. Until then it cannot be approved.

Flag a post

  1. Open the post.
  2. Open More actions (the ⋯ button at the bottom left) and choose Flag / Report problem.
  3. In Report a Problem, choose a Type and describe the concern under Description.

The post appears in the queue with a Flagged badge, and counts as urgent. If approval is on and the post was already scheduled, flagging puts it back to Pending Approval so it cannot publish until a manager reviews it.

Posts scheduled before approval was turned on

If you turn approval on after posts were already scheduled and kept them as scheduled, they appear in a Needs Review section of the queue:

  • Confirm keeps the post scheduled as it is.
  • Review moves it into the queue for approval.

YouTube posts waiting for approval

Owners and managers can select YouTube posts waiting for approval, on the Posts page or an episode's Social Content page, and choose Finish on YouTube. Convia asks first, then approves them, tells their authors and uploads them. For anyone else, those posts stay in the queue until a manager approves them. Choosing Finish on YouTube for a rejected post asks you to confirm first, and Cancel leaves it as it was. See YouTube publishing.

Approval counts

The Approvals entry at the bottom of the sidebar carries a red count of items that need attention soon: posts past their scheduled time, posts scheduled within the next 2 days, and flagged posts. Above 99 it shows 99+. With the sidebar collapsed, a red dot stands in for the number. Your Dashboard lists the same urgent items under Needs attention.