A RecurPost approval workflow moves a post through stages you name, and each stage decides who can act on it. RecurPost puts the workflow builder on the Agency plan, and the announced scope covers one-off posts.
This page covers what a RecurPost workflow is, how you name its stages, who can act at each one, what a stage timeout does when a post stalls, how the Kanban board differs from the calendar, where the client signs off, and the whole path from idea to scheduled. It sits inside RecurPost’s collaboration and engagement workflows.
No credit card required
RecurPost workflows use four stage types, and each one has its own requirement.
A post is created as a card and written. A member without publish rights lands here by default, because their Share a post menu offers only New Idea.
A member needs: Write and edit their posts.
A reviewer approves the post, rejects it, or requests changes that send it back.
A member needs: A role carrying the approve or reject permission.
The post goes to the client for sign-off through a shareable link, with no client login and no client account.
A member needs: A role with the Client review permission group enabled.
The approved post takes its slot on the calendar and publishes.
A member needs: The publish or schedule permission, or the Account Manager designation.
A RecurPost approval workflow is a sequence of stages you name, which a one-off post moves through before it can be scheduled. The account owner builds it in the workflow builder. RecurPost tracks each post inside the workflow as a card, created either from a post or from a New Idea.
Two limits are worth stating before the mechanics. RecurPost puts the workflow builder on the Agency plan, while roles and permissions come with every plan. The release also describes the workflow as a system for one-off posts, so an evergreen library post or a recurring post does not route through its stages.
That second limit matters more than it sounds. An agency running most of its content from recurring libraries will find that only part of its output passes through review. An agency whose client work is campaign-shaped, with dated posts written for a launch or an offer, will find that nearly all of it does.
In practice: A four-person agency handling twelve client accounts replaces a shared spreadsheet and a WhatsApp thread with one workflow per client type. The spreadsheet stops being the record of who approved what.
RecurPost workflow builder: named approval stages.
Fits
An agency whose client contracts require documented sign-off before anything publishes.
Does not cover
Recurring or library content, so a team whose calendar is mostly evergreen recycling gets less from it than a team running dated campaigns.
RecurPost lets you name each stage in the workflow, so the pipeline matches the review process an agency already runs. The account owner sets the stages, their order and their names.
RecurPost has published two different stage sets for the same feature, which is the clearest proof that the stages are yours rather than fixed. Neither is a product default, because the builder ships no fixed pipeline.
Ideas → Writing → Review → Client Approval → Scheduled
Writing → Manager Review → Client Review → Scheduled
In practice: An agency with mixed client obligations runs a three-stage workflow for retainer clients, and a four-stage one that adds Client Review for the two clients whose contracts require sign-off.
Fits
Agencies whose clients have different review obligations from each other.
Does not fit
A team that wants one global pipeline it never has to configure, because RecurPost asks you to define the stages before the workflow does anything.
Every RecurPost stage carries an Assigned roles field, and when a post enters that stage only members holding one of those roles can work on it. Those members also receive the “Post assigned to me” alert. The field draws on the roles and permissions a stage draws on, so RecurPost asks you to set up roles first and build the workflow second.
RecurPost assigns stages to roles rather than to named individuals, and that is the design decision with the longest consequence. A staff change does not break a live workflow. When someone leaves, the person who replaces them takes the role, and every stage that named that role keeps working without being rebuilt.
The role picker inside each stage carries a Manage link and a refresh button, so you can create a role in another tab and pull it into the stage without leaving the builder. RecurPost also blocks deleting a role while a workflow stage still references it.
In practice: An agency assigns its Editor role to Manager Review and its Publisher role to Scheduled. A writer can reach neither stage, even after their own draft is approved.
Fits
A team where the person who writes is never the person who publishes.
Not what it does
Assigning a stage to one named person, because RecurPost assigns stages to roles.
Three requirements on top of the role names you pick
A review stage only works if the assigned role carries approve or reject.
A client review stage needs a role with the Client review permission group switched on, so someone can send posts to the client and, if needed, approve on their behalf.
The final scheduling step needs a role with publish or schedule, or the Account Manager designation.
The Assigned roles field decides who can touch a card in that stage.
A RecurPost stage can carry a timeout, so a post nobody acts on escalates or gets rescheduled instead of sitting until its date passes. A review that stalls past the publish date is the failure this setting exists to prevent.
RecurPost warns before the deadline rather than only after it. Its workflow notifications include timeout warnings and misses, and RecurPost sends those alerts at 50 percent of the stage’s allowed time, at 80 percent, and again once the post is overdue. Each alert carries a separate email switch and mobile push switch, and RecurPost sends it only to members whose role is assigned to that stage.
When a stage does time out, RecurPost escalates or reschedules the post rather than letting it stall. The Account Manager is the workspace designation that handles escalations and blocked posts, covered under the Account Manager designation.
In practice: A client goes quiet before a product launch. The Client Review stage times out, RecurPost escalates the post instead of letting it sit, and the launch content still goes out on its date.
Fits
Agencies whose posts are time-bound, such as launches, offers and event coverage.
Does not fit
A client who requires that nothing publishes without their explicit approval. Leave the timeout unset for that client and let the post wait.
50%
Halfway through the stage’s allowed time.
80%
Second warning, before the deadline.
Overdue
RecurPost escalates or reschedules the post.
RecurPost sends each alert only to members whose role is assigned to that stage, with separate email and mobile push switches.
RecurPost shows the workflow as a Kanban board, where every post is a card in the stage it currently sits in and the columns are the stages you named. RecurPost demonstrates the board in its release note and product demo; its knowledge base documents the stages and the roles they name rather than the board itself.
RecurPost’s board and its calendar answer two different questions. The board is organised by stage, so it answers what state a post is in. The social media calendar is organised by publish date, so it answers when a post goes out. You still set and read a post’s date on the calendar.
Organised by stage. Answers what state a post is in.
Organised by publish date. Answers when a post goes out.
In practice: An agency lead opens the board on Monday morning and sees four cards stuck in Client Review for one account. That lead chases one client, instead of opening twelve calendars to work out which client is slow.
Fits
A lead who needs to see where work is blocked across accounts.
Does not replace
The calendar for scheduling decisions, because a post’s date is still set and seen there.
Cards sit in the stage column the post has reached.
A RecurPost client review stage sends the post to the client through a shareable link, and the client approves without a login and without a RecurPost account. RecurPost’s Client review permission group covers sending posts to clients and approving on the client’s behalf, and it logs every approval made that way.
If the client does not respond, the Account Manager approves for them. The mechanics of the link the client opens sit with the shareable calendar clients review without a login.
In practice: A restaurant chain’s brand lead approves next week’s posts from a phone on Friday afternoon, without an account and without a password.
Fits
Clients who will not maintain a login in yet another tool.
Does not fit
A client who needs to edit the copy themselves, because the client approves or rejects rather than composing.
A RecurPost post travels the workflow in four moves, and each move is gated by the role assigned to the stage it is entering. The walk below starts where the enforcement starts, with a writer who has no publish rights inside RecurPost social media management software.
The freelance writer opens the composer for a restaurant client and finds only New Idea in the Share a post menu, because their role carries write and edit their posts but not publish or schedule. The post becomes a card in the Writing stage.
The card enters a stage whose Assigned roles field names Editor. The account manager reads it and requests one change, which sends the card back to Writing. The writer edits, and the card returns.
RecurPost sends the post to the client through a shareable link. The client signs off on Friday from a phone, with no login and no RecurPost account.
The card reaches a stage that requires publish or schedule. The post takes its slot and publishes on Tuesday morning, with nobody having shared a password.
RecurPost keeps a record of each move, so the answer to “who approved this” stops living in a chat thread.
A four-stage path fits an agency that wants a record from idea to publish. It costs more time than it saves for same-day reactive posting. RecurPost’s answer for that case is the Account Manager, who schedules a post directly without passing it through the stages, so an urgent post does not wait on a review it never needed.
Fits
An agency that wants a record from idea to publish.
Costs more than it saves
Same-day reactive posting. The Account Manager schedules those directly instead.
RecurPost includes the approval workflow on the Agency plan, and includes roles and permissions on every plan. RecurPost configures workflows per workspace, so each client can carry a different one. The roles each stage draws on are covered in roles and permissions.
A RecurPost approval workflow covers one-off posts, so library and recurring content does not route through its stages. An agency running dated campaign content will route most of its output through review, while a team publishing mainly from evergreen libraries will route less.
A RecurPost account owner names every stage in the workflow builder, so the pipeline matches the review process the agency already runs. RecurPost has published two different example stage sets for the feature, and neither is a fixed default.
A RecurPost stage timeout escalates or reschedules the post instead of letting it sit past its date. RecurPost warns first, sending timeout alerts at 50 percent of the stage’s allowed time, at 80 percent, and again once the post is overdue, to the members whose role is assigned to that stage.
A RecurPost client approves from a shareable link, with no login and no RecurPost account. RecurPost logs every approval that the Account Manager makes on a client’s behalf.
The RecurPost Kanban board organises posts by workflow stage, while the RecurPost calendar organises them by publish date. Use the board to see what state a post is in, and the calendar to see when it goes out.
RecurPost includes the approval workflow on the Agency plan. Roles and permissions are on every plan.
A RecurPost Account Manager schedules a post directly, without passing it through workflow stages. That is the route for same-day reactive posting, where routing through three stages would cost more time than the post is worth.
RecurPost reassigns cards sitting in stages the new role cannot reach, handing them to another teammate with the right role or to the Account Manager. RecurPost does the same when a member leaves the account, so a live workflow keeps moving.
RecurPost includes the approval workflow on the Agency plan, and includes roles and permissions on every plan. RecurPost pricing lists the account allowance, the included team members and the unit price of every add-on, or start a 14-day free trial with no credit card.
