Working with content in large teams is not a simple process. When many people are involved in tasks, everything can quickly turn into chaos: materials accidentally published, confusion with edits, wrong posts approved.
In such situations, it is convenient for the work to move sequentially from stage to stage, from task to task. In our service, the workflow is organized in columns with tasks, for example: “Draft” → “Creation” → “Planning” → “Publication”. This format will be familiar to anyone who has worked with Trello or Jira.
For even more convenience and error reduction, each stage can be assigned to a specific team member. For example, writers and designers are only responsible for creating posts, while a technical expert exclusively handles data verification.
The client only sees the final result, without getting involved in the process. Full control remains with the project administrator: they can monitor all stages and make changes when necessary.
Thanks to this system, the writer will not be able to accidentally publish a post instead of saving it — they simply don't have access to this function. The client will not face the situation where a post was published without approval, because without validation, the material will not proceed to the next stage.
When each stage is the responsibility of a specific person, work becomes organized. You will always see where the post is, who is responsible for it, and what the next step is. It is a logical system that minimizes the risk of errors.
In this guide, we will explain how to set up team member access rights, so they are assigned to specific stages and perform only their tasks.
How to set access rights?
Step 1. Adding participants to the team
Access the “Team” section, click on “Invite,” and choose the type of access.
- The team sees all internal processes.
- The client only sees what is intended for them (e.g., posts for approval).
Step 2. Choosing a role
We distribute roles to cover all key directions of the SMM team’s work — from content creation without publishing rights to full project management.
Ready roles
Manager — creates, edits, publishes posts, views analytics and monitoring, but cannot skip approval stages.
Administrator — full access to work on the project.
Creator — writes texts, uploads designs, participates in discussions, but does not publish.
Approver — only approves or rejects posts (e.g., a lawyer or a technical expert).
Flexible settings (if the ready roles do not fit)
Publishing rights. Can create/edit/delete posts? Can publish without approval?
Access to analytics and monitoring. Sees statistics and comments?
Access to modules. Can configure integrations, upload files, create templates?
Administrative rights. Can add people to the team, change project settings?
Step 3. Configure work stages (for full control)
For the system to work perfectly, set up the workflow. How to do this was explained in the previous guide.
For example: Draft — Text — Design — Internal Approval — Client Approval — Publication.
The writer and designer only work on their stages, the client sees the post only at approval, and the manager only publishes it after all checks. And if something goes wrong at any stage, for example, if the client doesn't have time to approve the post, the system will not allow it to be published.
Conclusion
Setting up rights and work stages is a system that protects against mistakes, speeds up work, and makes the process transparent.
No more endless chats and tables. No accidental publications or data loss. Just a clear process where everyone performs their task, and the service helps to avoid mistakes.
If you haven't set up the roles yet, try doing it today. You will immediately notice how the work will become easier and more comfortable.
If you have ideas or suggestions to improve the service, let us know! Go to the “Share Idea” section, leave your suggestions, vote on updates, and join the discussion.
