AI + Approval Process: Collaborating as a Team

📝 AI + approval process: Collaborating as a team

The AI Crew makes writing faster. To keep this from turning into chaos, you need a clear process: who uses AI for what, who reviews, and when does a text count as "done"?

The most important principle:

• AI text = draft.
• Approval = responsibility.

If you first want a general overview of the AI Crew (use cases and limits), start here: AI Crew: Overview (Cleo, Nova & more).

This keeps quality stable even when content is produced faster.

1) Who writes, who reviews?

To keep things efficient, a clear role logic helps:

• Creator: creates drafts, uses AI for variations, works in feedback. If you start from media (upload → draft), this is the right route: Quickly creating a post from media.
• Editor: reviews tone, structure, facts, and brand voice. Approves or requests changes.These two standards go with it:
  • AI quality check: Facts, style, and compliance
  • Brand voice with AI: Tone & style guide
• Admin: takes care of settings, permissions, and connections (e.g. reconnect) if needed.If roles and permissions are unclear (who can create, approve, publish?), see: How do I manage members (Workspace)?.
• Viewer: can view content, but typically can't edit or approve.

ℹ️ Note: Exactly which actions are possible depends on your roles & permissions in the Workspace.

2) Status flow (recommendation)

A simple flow is usually enough to get AI drafts through cleanly:

1. Draft (AI text generated, not yet reviewed)
2. Review (editor reviews)
3. Approved (text is publish-ready)
4. Scheduled (date/time set)
5. Published

What matters is that everyone knows when a text counts as approved.

3) Working in feedback (without ping-pong)

To keep the review from dragging on:

• The reviewer gives specific feedback (e.g. "shorter hook", "clearer CTA", "soften the claim").
• The creator works in the feedback.
• After that, only what was changed gets reviewed.

If you're unsure, use AI deliberately as a "rephrasing assistant":

• "Rephrase this paragraph more neutrally."
• "Write the CTA more clearly, without superlatives."

4) Best practices for AI in the approval process

• Consistent brand voice: Use a shared set of tone rules.
• Facts & claims: Always check briefly before approving.
• Change only one dial at a time: If a text doesn't fit, adjust tone or length first — not everything at once — and decide whether to go
  • in sync (same text)
  • or individually per platform (better performance)

5) Mini checklist for reviewers

Quick check before approving:

• Does it fit the brand voice?
• Is the core message right?
• No risky claims?
• Clear CTA?
• Platform fit (length, tone)?

✅ Rule of thumb: AI speeds up the draft. The approval process safeguards quality.

Further reading (related pages)

• Quickly creating a post from media — if you start from media.
• Brand voice with AI: Tone & style guide — a shared tone as your team standard.
• AI quality check: Facts, style, and compliance — checklist for reviewers.
• Data usage & privacy with AI — what belongs in prompts (and what doesn't).
• How do I manage members (Workspace)? — setting up roles & permissions cleanly.
• Approval & review in Posts — how review works in practice in the approval workflow.