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How to Use Workflow Manager to Plan and Approve Content (With Clients or Managers)

Plan, collaborate, and approve content with ease – all in one shared Workflow Manager board.

Tereza avatar
Written by Tereza
Updated over 2 weeks ago

Content planning and approval can feel messy — feedback is everywhere, deadlines are missed, and no one is sure what’s been reviewed or approved.

With ZoomSphere’s Workflow Manager, you can create a clear, visual process that helps you and your team — and even your clients or managers — stay on the same page.

Everything happens in one place: ideas, tasks, files, feedback, and approvals.

What Is Workflow Manager?

Workflow Manager is a visual board that uses columns and cards to show your process step by step. Each column represents a stage (like “To Do” or “Client Review”), and each card is a piece of content (like an Instagram post, blog article, or campaign task).

You can:

  • Add text, checklists, images, and attachments to cards

  • Assign teammates or clients

  • Set deadlines and track progress

  • Tag people in comments (with automatic email & bell notifications)

  • Move cards across columns as the task progresses

It’s flexible, simple, and works for any team — from content to product, HR, PPC, and more.


Example: Approval Workflow for Content Planning

Here’s how you can organize your board to manage the content approval process:

1. To Do

  • Add cards for new content ideas

  • Use the description to write the plan, add details, or paste in screenshots and visuals

  • Add labels like "Instagram," "Story," "Reel," or “Urgent”

  • Set a deadline and assign the right person

2. Internal Review

  • Team members check the content

  • Leave feedback as comments

  • Use checklists for tasks like "Add CTA" or "Update visuals"

3. Client or Manager Review

  • Move the card when it’s ready for approval

  • Invite the client to the board (they can access only what you allow)

  • Mention them with @name → they’ll get an email + bell notification

  • The client or manager can leave feedback right inside the card — no need to export or email anything

4. Final Edits

  • Make changes based on the feedback

  • Complete the checklist

  • Mark the card as ready to schedule or publish

5. Approved & Scheduled

Move the card here when the content is finalized and ready to go.

If the post has already been created in Scheduler, you can:

  • Paste the link to the Scheduler post into the card’s description or comments in Workflow Manager

  • Or add a link to the Workflow Manager card directly into the Scheduler post’s Post Brief or Comment tab

This way, everyone — including clients or managers — can easily track the real post that will be (or has been) published.

It’s perfect for:

  • Quick access

  • Final checks before publishing

  • Keeping documentation in one place

  • Referencing content later for reporting or team reviews


Adding Images & Files 🖼️

You can include visuals in two ways:

1. Attach files

Upload final images, videos, PDFs, or documents.
Upload from: your computer, ZoomSphere Files, or Dropbox – or simply drag & drop.

2. Insert images into the description

Great for screenshots, previews, or visual feedback.
Add them via: copy & paste, upload, or pull from ZoomSphere Files or Dropbox.

👉 Tip: Use both – show a preview in the description, and attach the full file below.


Commenting & Notifications 💬

  • Mention anyone with @name to get their attention

  • They’ll receive an email and in-app notification

  • You can use this with teammates or clients, keeping the conversation inside the card

  • Use the activity log to see exactly who did what, and when


Use Labels to Stay Organized 🏷️

Labels help you filter and sort cards easily. You can create labels like:

  • “Video”

  • “Instagram”

  • “Needs visuals”

  • “Client X”

  • “Urgent”

You can also color-code them to make the board easier to scan at a glance.


Workflow Manager vs Scheduler: What’s the Difference?

Use Workflow Manager for...

Use Scheduler for...

Planning content ideas

Publishing finished posts

Reviewing and approving drafts

Assigning exact publishing times/dates

Collaborating with clients or departments

Managing editorial calendars

Complex campaign workflows

Sending final content for publishing

Together, they give you full control — from idea 💡 to scheduled post 📅.


Final Tips

  • Start simple: a board with just 3 columns (To Do → Review → Approved) already makes a huge difference

  • Invite your clients or leads directly — they can comment on cards and follow progress easily

  • Add screenshots and visuals into descriptions for better clarity

  • Use checklists to stay on top of changes and approvals

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