Rool's approval workflow lets your organization review posts before they go live. This keeps your brand consistent across every location and ensures nothing gets published without a second pair of eyes.
When does a post need approval?
Approval is controlled at the account (branch/location) level. When an account has the Requires Approval setting turned on, any post targeting that account must be reviewed and approved before it can be published.
Here is how the system decides:
If any of the accounts a post targets requires approval, the entire post goes through the approval queue -- even if some of the other target accounts do not require approval.
If none of the target accounts require approval, the post skips the queue and moves straight to publishing or scheduling.
Admins and Editors have a bypass permission that lets their posts skip approval entirely, regardless of account settings.
Turning approval on or off for an account
Navigate to your account (branch) settings.
Find the Requires Approval toggle.
Switch it on to require approval for all posts targeting this account, or off to allow direct publishing.
By default, new accounts are created with approval enabled.
The approval queue
Posts waiting for review appear in your Inbox. The Inbox uses a filtered view so you can quickly find items that need your attention.
Finding posts that need approval
Open the Inbox from the sidebar.
Select the Approvals filter in the left-hand item list to see only posts awaiting review.
The sidebar also shows a badge count next to Approvals, indicating how many posts are waiting for your review.
Note: You will not see your own posts in the approval count -- you cannot approve posts you created.
When you select a post from the list, the center pane shows a full visual preview of the post, including the caption, media, target platforms, and scheduling details.
Reviewing a post
When you open a post from the approval queue, you will see a set of action buttons at the top of the detail pane:
Approve -- Publishes the post (or schedules it, depending on the post's timing settings).
Changes -- Sends the post back to the creator with your feedback so they can revise it.
Edit -- Opens the post editor so you can make changes yourself before approving.
Reject -- Permanently declines the post with a reason.
Approving a post
Click the Approve button. What happens next depends on how the post was scheduled:
Immediate posts begin publishing right away.
Scheduled posts move to the scheduled queue and publish at the set time.
If the scheduled time has already passed (for example, the post was scheduled for 2:00 PM but approved at 3:00 PM), it publishes as soon as possible.
The post creator receives a notification that their post was approved.
Requesting changes
Click the Changes button.
A text box appears. Describe what needs to be updated (minimum 10 characters).
Click Request Changes to send your feedback.
The post moves to a Changes Requested status, and the creator receives a notification with your comments. They can then edit the post and resubmit it, which sends it back into the approval queue for another review.
Rejecting a post
Click the Reject button.
Provide a reason for the rejection (minimum 10 characters).
Click Confirm Reject.
The post moves to a Rejected status and the creator is notified with your reason. Rejection is also available for posts that have already been approved or scheduled, as long as they have not yet been published to any platform.
Editing a post directly
If you prefer to fix something yourself rather than sending it back, click the Edit button. This opens the post in the editor. Once you save your changes, the post is re-evaluated for approval based on current account settings and your permissions.
Bulk actions
If you have multiple posts to review, you can approve or reject them in bulk rather than one at a time. Select multiple posts and use the bulk approve or bulk reject options to process them together. Bulk rejection requires a shared reason that applies to all selected posts.
Who can approve posts?
Only Admins and Editors in your organization can approve, request changes on, or reject posts. Here is a summary of what each role can do:
Role |
Can approve posts? |
Can see approval queue? |
Posts bypass approval? |
|---|---|---|---|
Admin |
Yes |
Yes |
Yes (by default) |
Editor |
Yes |
Yes |
Yes (by default) |
Member |
No |
Limited (own posts + assigned accounts) |
No |
Admins and Editors see all pending posts across the entire organization.
Members can see pending posts for accounts they are assigned to, plus any posts they created themselves -- but they cannot take approval actions.
Post status lifecycle
As a post moves through the approval process, its status updates automatically:
Draft -- The post is being created or edited.
Pending Approval -- The post has been submitted and is waiting in the approval queue.
Changes Requested -- A reviewer sent the post back with feedback. The creator can edit and resubmit.
Approved -- The post passed review and is ready to publish (or is publishing now).
Scheduled -- The post passed review and will publish at a future time.
Rejected -- The post was declined by a reviewer.
You can track the full approval history -- who approved, requested changes, or rejected, and when -- in the Activity panel on the right side of the Inbox when viewing a post.
Notifications
You will receive notifications at each key step:
Post creators are notified when their post is approved, has changes requested, or is rejected.
Approvers see the badge count update in the sidebar when new posts arrive in the queue.
If a creator resubmits a post after making requested changes, approvers are notified that a revised post is ready for review.
Tips
Set approval per account, not per post. If a location is well-established and trusted, you can turn off approval for that account to speed up publishing.
Use the Approvals filter in the Inbox to focus on items that need your action.
Provide clear feedback when requesting changes -- it helps creators revise faster and reduces back-and-forth.