# 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.

> For the complete documentation index, see [llms.txt](https://docs.conviapro.com/llms.txt).

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](https://docs.conviapro.com/docs/workspaces-and-teams.md).

## 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](https://docs.conviapro.com/docs/autopilot.md) or a [Content Automation](https://docs.conviapro.com/docs/content-automations.md) 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.

> [!WARNING]
> **Approve and publish now** publishes the post to the platform immediately. Use **Approve for new time** if it should still go out at a planned time.

## 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](https://docs.conviapro.com/docs/youtube-publishing.md).

## 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**.

## Related

- [Calendar & scheduling](https://docs.conviapro.com/docs/calendar-and-scheduling.md): how scheduled times are chosen and the rules for past and pre-release dates.
- [Posts](https://docs.conviapro.com/docs/posts.md): the post editor, statuses and the More actions menu.
- [Workspaces & teams](https://docs.conviapro.com/docs/workspaces-and-teams.md): roles and who can approve.
- [Clip Autopilot](https://docs.conviapro.com/docs/autopilot.md): the automation that sends drafts to this queue.
- [Campaigns](https://docs.conviapro.com/docs/campaigns.md): campaign posts and held posts that need a visual.

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Source: https://docs.conviapro.com/docs/approval-and-review · Section: Planning & publishing · Last updated: 2026-10-03