Understanding Statuses and Approvals in the Calendar
The Calendar doesn't just show you when something is scheduled — it also shows where a post stands in the workflow.
If you'd like to get to know the Calendar as a whole first, start with the Introduction to the KNOWYOURCHAT Calendar.
Statuses exist so you can see at a glance in the Calendar whether a post is still "in progress" or whether its date is already reliable. That way the team can plan without having to click into every post each time.
If you want to work through many posts in one go by status (instead of via the Calendar view), Posts is the right companion.
Typical statuses (examples)
Status names may vary slightly depending on your configuration. Common ones are:
If terms like "Review", "Scheduled", or "Published" are unclear to you, take a quick look at the KNOWYOURCHAT glossary.
- Draft: content isn't final yet
- In review: waiting for feedback or approval
- Approved: ready for scheduling/publishing
- Scheduled: the time is set
- Published: it's live
Approvals make sure content isn't just scheduled but actually signed off. In practice that means a post can already sit in the Calendar, but only after approval does it count as "ready" to publish.
If you want to see the approval process in detail — with responsibilities, notifications, and traceability — read on at Approval & review in Posts.
How approvals tie into scheduling
A sensible sequence is:
- Create the draft
- Get review/approval
- Schedule the publication
This way you avoid scheduling content that still needs fundamental changes later.
Roles and permissions define who can act at each step. That prevents chaos and ensures approvals and publications run smoothly.
Who can do what?
Whether you can change statuses, approve, or publish depends on your roles and permissions. For the team setup (admin, editor, creator, viewer), see Inviting your team & assigning roles.
💡 Tip: If something in the Calendar looks "locked in" but you can't change it, you're usually missing permissions.
If something also seems "off" (status doesn't match, buttons missing, post seemingly gone), start with Troubleshooting the KNOWYOURCHAT Calendar.
Related pages
Need personal help? Email us at support@knowyourchat.de