Prepared with AI assistance and reviewed against our product and the sources below. Examples are illustrative, not customer results.
Teach the review task before the first urgent batch
A new client should not have to discover your approval process on the morning a campaign is due. Onboarding is the point to agree who reviews, what they should check, where decisions belong and what happens after a change.
Keep the introduction short enough to use. One practice caption and a clear decision are more informative than a long tour of every feature. The checklist below is an original workflow aid. The fictional rehearsal illustrates how to use it; it is not a report of a customer study.
Agree the operating rules
Start with the client’s current habits. Ask where feedback arrives today, who needs to check facts, and whether the final reviewer can commit to a regular window. Then write down the agreed process. Avoid promising that a new link will solve an unresolved ownership problem.
- Name the final approver and an agreed backup.
- Confirm who supplies prices, dates, links and other source facts.
- Choose where draft-specific decisions will be recorded.
- Agree review windows with explicit time zones.
- Explain that changed copy needs a new decision.
- Define what stays on hold when there is no decision.
- Confirm who transfers approved work into the publishing tool.
- Tell the client how to report an inaccessible or expired review link.
Give the client a small review guide
Send this beside the first link. Adapt the contact and timing to the client rather than forwarding a generic instruction that contradicts your agreement. If several people receive the link, identify who should make the final decision.
Worksheet or example — select and copy
YOUR CONTENT REVIEW GUIDE 1. Open the review link and check the client, room and draft titles. 2. Read the current copy, including facts, links and the intended call to action. 3. Enter your name so the writer can understand the decision. 4. Approve a version only when its current wording is ready. 5. If it needs a change, name the draft and explain what must change and why. 6. Review revised copy again before it is published. 7. Tell [contact] if you cannot review by [date, time, timezone]. Approving a draft does not publish it. [Publisher] handles that separately.
Rehearse one approval and one change request
Use a harmless fictional caption for the rehearsal, not a confidential client announcement. Ask the reviewer to find the draft, explain what it says, and either approve it or request a specific change. Observe where instructions are unclear rather than prompting them through every click.
Then make a small change and show that the updated copy needs another review. This tests the important shared understanding: an earlier yes applies to the wording that was actually reviewed. Delete or clearly label practice drafts afterward so they are not confused with real publishing work.
Fictional example: onboarding a small creative studio
In this illustrative scenario, Noor manages social captions for the fictional Field Notes Studio. The owner, Eli, is the final approver. Noor starts with a practice caption announcing a Saturday open studio. Eli notices that the opening time should be 11:00 rather than 10:00 and requests that correction.
Noor saves the revised caption and sends the new version for review. Eli checks the time and approves that version. Before ending the session, Noor asks Eli to describe what will happen if a price changes after approval. Eli’s answer reveals whether the re-review rule is understood; no invented success rate is attached to this exercise.
The pair also agree that undecided captions stay on hold and that Noor will send the next complete batch on Tuesday morning. That specific agreement matters more than whether the interface felt impressive.
Explain review-link access honestly
PostRoom clients can review through a shared link without creating an account. The link expires after seven days; creating a new link invalidates the previous one. Anyone holding a valid link can access its review content, and reviewer names are self-reported. These are practical access boundaries, not verified reviewer identities.
Send links only to intended recipients, avoid putting private review links in public documents, and tell the client where to ask for a replacement. The tool does not provide a substitute for your agreement about which stakeholder has the final say.
Close onboarding with a completed checklist
Do not mark onboarding complete just because a welcome message was sent. Confirm that the client can perform the review task, knows the deadline and understands the publishing handoff. If the client cannot open the link on their usual device, fix that before real work depends on it.
Worksheet or example — select and copy
ONBOARDING COMPLETE WHEN: [ ] Named approver and backup confirmed [ ] Source-fact owner identified [ ] Review window and timezone agreed [ ] Reviewer opened the practice draft [ ] Reviewer made one clear decision [ ] Revised-copy rule understood [ ] No-response handling agreed [ ] Publishing owner confirmed [ ] Link-support contact shared [ ] First real batch date recorded