Prepared with AI assistance and reviewed against our product and the sources below. Examples are illustrative, not customer results.
Start with one real batch and a clear reviewer
PostRoom gives a freelancer a place to prepare text drafts, collect client decisions and export approved content for a separate publishing process. The free workspace includes one client room and ten stored drafts. Those are storage limits, not ten new credits every month. No card is required for the free workspace.
This walkthrough follows the current interface and uses an explicitly fictional batch for Willow Clay Studio. The public homepage shows sample content; your signed-in workspace starts empty. PostRoom does not generate captions, host a visual-proofing workflow, schedule posts or publish to social networks.
1. Sign in and create your client room
Open getpostroom.com and choose “Start free” or “Create your room.” Complete sign-in. In the empty workspace, choose “Create a client room.” Enter “Willow Clay Studio” under “Client / brand” and “October workshop captions” under “Room name,” then choose “Create room.”
For a real project, use your own client and batch names. A room name should help the reviewer recognize the work. The client-room creation control also appears beside “CLIENT ROOMS” in the sidebar once you are signed in.
2. Prepare a small batch within the ten-draft limit
Begin with three complete captions rather than filling every available slot. A small first batch lets you check the review process without asking the client to work through ten experimental items. This fictional inventory demonstrates how ten slots could be organized; it is not a schedule or a promise to publish ten posts.
Worksheet or example — select and copy
01 — Workshop announcement 02 — What participants will make 03 — What to bring 04 — Meet the tutor 05 — Studio location 06 — Common beginner question 07 — Materials explanation 08 — Booking reminder 09 — Final availability update, only after facts are confirmed 10 — Workshop follow-up Before writing: confirm dates, prices, source facts and booking link with the client.
3. Save each draft before sending it for review
Choose “New draft.” Fill in “Title / first line,” select the “Channel,” and enter the caption under “Post copy.” The optional “Planned date” is a planning note, not an automatic publishing instruction. Choose “Save draft.”
Saving closes the editor. Open the saved draft again and choose “Send saved version for review.” This wording matters: the action sends the saved version. If you type changes in the editor, save them first, then reopen the draft before sending it. Repeat for the drafts that are genuinely ready.
For your first practice caption, use clearly fictional information: “Join our imaginary Saturday clay session. This is a rehearsal caption, not a real event announcement.” Keep practice work out of any real publishing handoff.
4. Create and send the review link
Choose “Review link” at the top of the room, then “Copy review link.” Send it through your existing client communication channel with the batch name, final reviewer and agreed deadline. The link expires in seven days. Creating another link invalidates the previous one; “Revoke link” removes access through the current link.
Anyone with the valid link can access the submitted review content, so share it only with intended recipients. Do not publish a private client review link in a public post. The client does not need a PostRoom account to review.
5. Ask the client for a decision on each current version
The client opens the room and enters “Your name.” Names are self-reported. For a draft marked “in review,” they can choose “Approve this version.” To choose “Request changes,” they must also enter feedback explaining the requested change. Approval itself does not publish anything.
Ask for concrete feedback such as “Change the opening time to 11:00; the confirmed timetable is in our shared brief.” This is more actionable than “not quite right.” The review page identifies the draft version so the decision refers to the wording shown.
6. Revise, save and request a fresh decision
Back in your workspace, open a draft with requested changes, edit the copy and choose “Save draft.” Saving content changes resets approval. Reopen the saved draft and send that version for review. A previous yes should not be treated as permission to publish changed wording.
The “Activity” view records decisions and other events. It is not a full archive for reopening every previous caption. Keep any separate historical copy records your own workflow requires; do not rely on the activity list as a complete revision snapshot.
7. Export only after the review is complete
Check which drafts are approved, then use the download control labelled “Export approved posts” beside the board’s search box. It downloads postroom-approved.csv containing approved posts. Open the file and confirm the intended drafts are present before transferring them into your usual publishing process.
Compare the final scheduled copy with the approved version, especially after manual edits or copying. The room’s “Ready to publish” count is an approval status, not confirmation that a post has been scheduled or published. Your first batch is complete when the client has made clear decisions and the approved text has been handed off accurately.