Sometimes you need feedback from people outside your team -- a client, a C-suite executive, or a partner -- before a post goes live. Review links let you share one or more posts with anyone via a simple URL. The reviewer does not need a Rool account or login credentials; they open the link, see the posts, and can leave their feedback right there.
Who can create review links?
Only team members with an Admin or Editor role can create and manage review links. If you do not see the Share Link button, check your role with your organization admin.
Generating a review link
You can create a review link from two places:
Single post -- Open the post detail page and click Share Link in the toolbar at the top.
Post summary -- Open the post summary view (which shows all posts in your organization) and click Share Link in the header. The link will include every post currently shown in the summary.
When you click Share Link, the Share Review Link dialog opens.
Setting up the link
Expiration -- Choose how long the link stays active. Options are 1 day, 7 days, 30 days, or No expiration. The default is 7 days.
Label (optional) -- Add a short description to help you recognize the link later, such as "Client review" or "CEO approval."
Click Generate Link.
Rool creates a unique, unguessable URL and displays it in the dialog. Click the copy button next to the URL to copy it to your clipboard, then share it however you like -- email, Slack, text message, etc.
If you need to share a different set of posts or use different settings, click Create Another Link to start over without closing the dialog.
Advanced options
Expand the Advanced Options section to override the reviewer capability for this specific link. The available levels are:
Capability |
What the reviewer can do |
|---|---|
View only |
See the posts but cannot leave comments or decisions |
Comment & flag |
Flag concerns and leave optional comments, but cannot approve or reject |
Full review |
Approve, request changes, or reject each post |
By default, the link uses your organization's default capability setting (see "Configuring organization defaults" below). Choosing a specific level here overrides that default for this link only.
What the reviewer sees
When someone opens a review link, they land on a clean, standalone page -- no sidebar, no navigation, no login required.
The page shows:
Your organization name at the top.
A Post Review badge and the number of posts included.
The link's expiry date, if one was set.
A grid of post cards, each displaying the caption, media preview, status badge, target accounts, scheduled date, and selected platforms.
Posts are sorted by scheduled date (earliest first).
Identifying themselves
Before leaving feedback, the reviewer is asked to provide their name and email address. This is required for links with Comment & flag or Full review capabilities. Their name appears alongside any feedback they submit, so your team always knows who said what.
Once confirmed, a bar at the top shows "Reviewing as: [Name] ([email])" with a Change option in case they need to switch identity. The identity is remembered in the browser so they do not have to re-enter it if they revisit the link.
If your organization has enabled Require name & email for view-only links, even view-only reviewers must identify themselves before the posts become visible.
Leaving feedback
What the reviewer can do depends on the link's capability level.
View only
The reviewer can see each post's content, media, status, and scheduling details, but there are no action buttons. This is useful when you simply want someone to preview upcoming content.
Comment & flag
Each post card shows a Flag Concern button. When clicked, a text area expands where the reviewer can describe the issue (the comment is optional). After submitting, the flag is recorded and the post creator receives a notification. Flagging does not change the post's status -- it is informational only.
Full review
Each post card that is awaiting approval shows three action buttons:
Approve -- Approves the post. If the post is scheduled for the future it moves to "Scheduled" status; if it was set to publish immediately, publishing begins right away.
Request Changes -- Moves the post to "Changes Requested" status. The reviewer must provide feedback of at least 10 characters explaining what needs to change.
Reject -- Moves the post to "Rejected" status. A reason of at least 10 characters is required.
After submitting, the reviewer sees a confirmation banner on that post card. If the post is still awaiting approval, they can click Change response to update their decision.
The post creator receives an in-app notification for every review action.
Multiple reviewers
More than one person can use the same link. Each reviewer's response is tracked separately by email address. If your organization has enabled response visibility, reviewers can see each other's responses on the review page.
Viewing external feedback in Rool
When external reviewers submit feedback, it appears on the post detail page in an External Review Responses panel. This panel shows:
A count of total responses.
A breakdown by action type (Approved, Flagged, Changes Requested, Rejected).
Each individual response with the reviewer's name, email, their decision, any comments, and when they submitted it.
If your organization's response mode is set to Advisory, a banner reminds you that the responses are informational and you make the final call. If set to Binding, the banner notes that reviewer decisions directly affect the post status.
Managing active review links
The Share Review Link dialog also lists all Active Links for your organization beneath the link creation form. Each entry shows:
The link's label (if one was set).
The number of posts included.
The view count -- how many times the link has been opened.
The expiry date (if applicable).
Who created the link.
Revoking a link
To immediately disable a review link, click the trash icon next to it. A confirmation dialog appears warning that anyone with the link will lose access. Click Revoke Link to confirm.
Once revoked, anyone who opens the link sees a "Link Revoked" message and cannot view any posts.
Link expiry
If a link has an expiration set, it automatically becomes inaccessible after that time. Reviewers who try to open an expired link see a "Link Expired" message with a note to request a new link from the sender.
Expired links cannot be reactivated. If you need to extend access, create a new review link.
Configuring organization defaults
Admins can set organization-wide defaults for review links under Settings > Review Links. These defaults apply to every new review link unless overridden at creation time.
Setting |
What it controls |
|---|---|
Default reviewer capabilities |
Whether new links default to View only, Comment & flag, or Full review |
Response visibility |
Whether reviewers can see each other's responses on the review page |
Response mode |
Whether reviewer decisions are Advisory (informational) or Binding (directly affect post status) |
Require identity for view-only links |
Whether view-only reviewers must provide their name and email before seeing posts |
Changes to these settings only affect links created after the change. Existing links keep the settings they were created with.