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Post Approval
Review, approve, reject, and schedule posts before they go live.
Overview
The post approval workflow is a critical step in PostPilot's content pipeline. After AI generates captions and hashtags for your uploaded media, every post enters a pending review state. This ensures that no content goes live without human oversight, giving you full control over your brand's voice and messaging.
The approval system is designed for speed without sacrificing quality. Posts are presented in a clean, card-based interface that shows the media preview, generated caption, hashtags, target platform, and media type badge at a glance. Each post card indicates whether it is a feed post, carousel, story, or reel, so you can review content with full context of how it will appear to your audience. From there, you can approve, reject, edit, schedule, or publish each post with minimal clicks.
For teams, the approval workflow integrates with role-based permissions. Only users with Editor, Admin, or Owner roles can approve and publish posts, while Viewers can see pending content but cannot take action on it. This separation of duties is especially valuable for agencies and larger marketing teams.
Viewing Pending Posts
Pending posts are accessible from your organization dashboard. Each post card displays the associated media, the AI-generated caption, suggested hashtags, the target social platform, media type badge (Carousel, Story, or Reel), and the date the post was created. Carousel cards show a slide gallery you can browse with navigation arrows, story cards display in vertical 9:16 format, and reel cards show a video player. Posts are sorted by creation date with the newest content appearing first.
Navigate to your organization
From the main dashboard, click on the organization that contains the posts you want to review. The organization page shows all posts across their various states: pending, approved, scheduled, and published.
Filter for pending posts
Use the status filter to narrow the view to only pending posts. This is especially useful for organizations with high content volumes where you need to focus exclusively on items awaiting review. You can also filter by platform to review content for a specific social network.
Review each post card
Each post card provides a complete preview of the content. Click on a card to expand it and see the full caption text, all hashtags, and a larger media preview. The expanded view also shows the AI analysis summary that informed the caption generation.
The notification bell in the navigation bar shows a count of posts awaiting your review. Enable browser notifications in your settings to receive alerts when new posts are ready for approval.
Approving Posts
Approving a post signals that the content meets your quality standards and is ready for scheduling or immediate publication. The approval process is designed to be as frictionless as possible while still providing an explicit checkpoint.
Review the post content
Carefully read the generated caption, review the hashtags for relevance, and verify that the media is correct. If you need to make minor adjustments, you can edit the caption directly inline before approving.
Click the approve button
Click the approve button on the post card. The post status changes immediately to "approved" and the card updates to reflect the new state. Approved posts move to the approved queue where they await scheduling or publishing.
You can approve multiple posts in quick succession without waiting for page reloads. PostPilot uses optimistic UI updates so the interface responds instantly while the status change is confirmed in the background.
Rejecting Posts
If a generated post does not meet your standards, you can reject it with feedback. The rejection workflow is designed to be constructive, providing context that helps improve future AI-generated content and keeps your team aligned on content quality expectations.
Click the reject button
On the post card, click the reject button. A feedback dialog appears where you can explain why the post is being rejected. This feedback is optional but strongly recommended as it helps the team understand content standards.
Provide feedback
Enter your reason for rejection in the feedback field. Common reasons include off-brand tone, factual inaccuracies, inappropriate hashtags, or poor media quality. Be specific so that if the post is regenerated, the issues can be addressed.
Submit the rejection
Confirm the rejection to update the post status. Rejected posts are moved to a separate view and can be regenerated with new captions or deleted entirely. The original media is preserved so you do not need to re-upload it.
Rejecting a post does not delete it permanently. Rejected posts remain in the system and can be revisited, edited, and re-approved at any time. Use deletion only when you want to permanently remove the content.
Scheduling Posts
Once a post is approved, you can schedule it for publication at a specific date and time. Scheduling gives you precise control over when your content goes live, allowing you to align posts with your content calendar, time zone considerations, and peak engagement windows.
Select a date and time
Click the schedule button on an approved post to open the scheduling dialog. Use the date picker and time selector to choose when the post should be published. Times are displayed in your local time zone with a UTC reference for clarity.
Confirm the schedule
Review the scheduled date and time, then confirm. The post moves to the "scheduled" state and appears in the calendar view. PostPilot's publishing agent will automatically publish the post at the scheduled time via the connected social platform APIs.
You can reschedule a post at any time before its publish time by clicking the edit schedule button. If you need to cancel the schedule entirely, you can move the post back to the approved state.
Publishing Posts
For time-sensitive content or when you want immediate visibility, you can publish an approved post right away. Instant publishing bypasses the scheduling step and sends the content to the target social platform immediately.
Click publish on an approved post
From the approved post card, click the publish button. A confirmation dialog appears showing you which platform the post will be published to and the final caption and media that will be used.
Confirm and publish
Review the final preview and confirm the publication. PostPilot calls the platform's API to create the post and updates the status to "published" once successful. The published post card includes a direct link to view the live post on the social platform.
If publishing fails due to a missing social connection or API error, PostPilot automatically reverts the post to “pending” status so you can fix the issue and retry. For example, if you try to publish an Instagram post without a connected account, you will see an error message with a link to connect your account. After connecting, simply publish the post again. Check the Social Connections guide for troubleshooting connection-related publishing failures.