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