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Client Approval Portal

White-label magic-link review portal for clients to approve posts without logging in.

What the Client Approval Portal is for

The Client Approval Portal lets agencies send clients a simple magic link to review and approve posts before publishing. No login needed, no account required.

  • White-labeled: fully branded with your agency colors, no Aidelly branding
  • Magic link: one unique link per approval session
  • Mobile-friendly: works on phones, tablets, and desktop
  • Request changes: clients can send feedback without approving
  • Installable PWA: install as an app on home screens for faster access
  • Push notifications: get Approve/Reject action buttons on notifications (Android/Desktop)

Step 1 — Create an approval link

  1. Go to Settings → Team Approvals
  2. Scroll to Client Review Links (only visible if client review is enabled)
  3. Click + Create Link
  4. Fill in:
    • Client name (displayed in the link, for your reference)
    • Client email (optional; sends a branded notification when posts are ready)
  5. Click Create
  6. A unique magic link appears: Copy it
  7. Share the link with your client (email, Slack, text, etc.)

Note: The token is shown only once. If lost, create a new link.

Step 2 — Client reviews and approves

Your client receives the link and opens it:

  1. No login required — they land directly on the approval page
  2. They see:
    • Post content, caption, and images/video
    • Platforms where the post will be published
    • Scheduled publish time
  3. They can:
    • Approve — the post is approved and queued to publish
    • Request changes — return to you with feedback (posts stay in draft, not published)

Step 3 — Handle "Request changes"

If a client requests changes:

  1. You receive a notification in Team Approvals with their comment
  2. The post returns to draft and doesn't publish (held in approval)
  3. You edit the post based on feedback
  4. Re-submit for approval (same client, or another approver)
  5. The client reviews again via the same link

Step 4 — Manage your approval links

In Settings → Team Approvals → Client Review Links:

  1. View all active links and their status
  2. Revoke a link at any time (the client can't access it anymore)
  3. Create new links as needed

Revoked links show a generic "unavailable" message with no clue about your workspace.

Understanding approval stages

Client review is optional per workspace. When enabled (require_client_review = ON):

  1. Team stage — your team approves first (if team approval is on)
  2. Client stage — your client approves second
  3. Posts hold until both stages pass

If client review is OFF, posts go directly to publish (client step skipped).

Check Settings → Workspace Settings for your current approval flow.

Client notification emails

When you create a link with a client email:

  1. Aidelly sends a branded (white-label) notification email
  2. The email includes:
    • Your agency name and branding
    • A call-to-action: "Review and approve posts"
    • A link to the approval portal
  3. No Aidelly branding or links in the email
  4. Client can reply with questions (emails sent to your agency inbox, not Aidelly)

Note: The email is sent once per link creation. If it doesn't arrive, check spam or resend by creating a new link.

Install as a PWA (Progressive Web App)

The approval portal can be installed on home screens for quick access:

On Android:

  1. Open the approval link in Chrome or Firefox
  2. Tap the menu (⋮) in the top-right
  3. Tap Install app or Add to home screen
  4. Confirm
  5. The app appears on your home screen with the Aidelly icon

On Desktop (Chrome/Edge):

  1. Open the approval link
  2. Click the install icon in the browser's address bar (looks like a down arrow with a line)
  3. Confirm
  4. The app opens in a window (no address bar, cleaner look)

On iOS:

  1. Open the link in Safari
  2. Tap Share (bottom of screen)
  3. Scroll and tap Add to Home Screen
  4. Name it and tap Add
  5. The app appears on your home screen

Push notifications for approvals

When the PWA is installed, clients can opt-in to push notifications for pending approvals:

  1. Open the PWA and navigate to Approvals
  2. A subscribe card appears: "Get notified when posts need approval"
  3. Tap Enable notifications
  4. Grant browser permission when prompted
  5. When a post is ready for approval, they receive a push notification

Notification details:

  • Shows the post preview and caption summary
  • Action buttons (Android/Desktop only):
    • Approve — instantly approve from the notification
    • Reject — open the portal to request changes
  • Tap-through (all platforms): opens the approvals queue

iOS note: Action buttons are unreliable on iOS 16.4+. Tapping opens the full queue instead. Upgrading to iOS 17+ recommended for best experience.

Managing notifications:

  • Turn off in your browser settings if you change your mind
  • Notifications are only sent to users who opted in
  • Device-specific (notifications don't sync across multiple devices)

White-label details

The portal never shows Aidelly branding when you:

  1. Set a custom domain (e.g., approve.yourcompany.com)
  2. Configure agency branding in Account Settings → White Label

Colors, logo, and fonts come from your white-label settings.

Common questions

Q: Can I use the same link multiple times?
A: Each link is for one approval session. Create a new link for each round of approvals.

Q: What if the client loses the link?
A: Create a new link and send it to them. Old links become invalid.

Q: Can multiple clients review the same post?
A: Not with one link. Create separate links per client if you need multiple approvers.

Q: What happens if a link expires?
A: Links don't expire by time, but they're revoked if:

  • Your subscription is paused/cancelled
  • The workspace is deleted
  • You manually revoke the link

Q: Do clients see other workspace members' names?
A: No. Clients only see post content, not team member names or roles.

Q: How do I know if a client approved or requested changes?
A: Notifications appear in Team Approvals and optionally via email (if you enable approval notifications in Account Settings).

What to do next