When your organization has approval requirements turned on for one or more branches, posts targeting those branches are automatically routed to an approval queue before they can be published. This article explains how the submission process works, what to expect while your post is being reviewed, and how to resubmit if changes are requested.
How Posts Enter the Approval Queue
You do not need to take a separate "submit for approval" step. When you finish creating a post and click Submit Post, Rool checks the approval settings for every branch your post targets:
If any of the selected branches require approval, the entire post is sent to the approval queue. Its status changes to Needs Approval.
If none of the selected branches require approval -- or if your account has the bypass approval permission -- the post skips the queue entirely and moves straight to publishing or scheduling.
The same logic applies when you submit a saved draft. Editing a draft and clicking Submit Post will route it through approval if the target branches require it.
Tip: You can check whether a branch requires approval by looking at the branch settings page, or by asking your organization admin.
What Happens After You Submit
Once your post enters the approval queue:
All approvers are notified. Every Admin and Editor in your organization receives an in-app notification that a new post has been submitted for review. You will see the notification badge update on the bell icon in the top navigation bar.
Your post appears in the Approvals list. Admins and Editors can find it under Inbox > Approvals in the sidebar, where a badge shows the number of posts waiting for review.
Your post card shows "Needs Approval." Wherever the post appears -- in your posts list, on the calendar, or in the inbox -- it displays an amber Needs Approval status label so you can spot it at a glance.
While a post is pending approval, you can still edit it or withdraw it back to draft status (see below).
Tracking Your Post's Approval Status
Every post displays a color-coded status indicator on its left edge and a text label:
Status |
Color |
Meaning |
|---|---|---|
Needs Approval |
Amber |
Waiting for an Admin or Editor to review |
Changes Requested |
Orange |
A reviewer asked you to make edits before re-reviewing |
Approved |
Green |
Approved and ready to publish (or publishing now) |
Scheduled |
Blue |
Approved and queued for a future publish time |
Rejected |
Red |
A reviewer declined the post |
You can also view the full approval history on any post's detail page. This includes who took each action, when they took it, and any comments they left.
Receiving Approval Notifications
Rool sends you a notification whenever a reviewer acts on your post:
Post approved -- "[Reviewer name] approved your post"
Changes requested -- "[Reviewer name] requested changes to your post" along with a preview of their comments
Post rejected -- "[Reviewer name] rejected your post" along with a preview of the reason
Notifications appear in the notification bell dropdown in the header. Click any notification to jump directly to the related post.
Resubmitting After Changes Are Requested
If a reviewer requests changes, your post's status changes to Changes Requested and you receive a notification with their feedback.
To resubmit:
Open the post from your posts list, the notification, or the inbox.
Review the reviewer's comments in the post's activity feed.
Click Edit to update the content, images, scheduling, or target branches as needed.
Click Submit Post to send the updated version back to the approval queue.
When you resubmit, a few things happen automatically:
The post status returns to Needs Approval.
A new version is created so reviewers can see what changed.
All Admins and Editors in your organization are notified that the post was resubmitted.
Your previous submission timestamp is replaced with the new one.
You can go through as many rounds of changes and resubmissions as needed.
Withdrawing a Post from the Queue
Changed your mind? If your post is still in Needs Approval status and has not yet been reviewed, you can pull it back to draft:
Open the post.
Click Withdraw from Approval (available only to the original post creator).
The post returns to Draft status and disappears from the approval queue.
You can edit it further and resubmit whenever you are ready.
Note: Only the person who created the post can withdraw it. Admins and Editors cannot withdraw posts on your behalf -- they can approve, request changes, or reject instead.
Editing a Post While It Is Pending
You do not have to withdraw a post to make quick updates. As the creator, you can edit a post that has Needs Approval or Changes Requested status directly:
Open the post and click Edit.
Make your changes and save.
When you save, Rool re-evaluates the approval requirements. If the post still needs approval, it stays in (or re-enters) the queue and approvers are notified.
Admins and Editors can also edit pending posts. When they do, they have the option to Save & Keep Pending (preserve the current status without re-triggering the approval flow) or to save and approve in one step.
Frequently Asked Questions
Can I submit a post to only some branches that require approval? No. If any of your selected branches require approval, the entire post goes through the queue. This ensures a consistent review process across all branches.
What if my scheduled time passes while the post is waiting for approval? When the post is finally approved, Rool notices the scheduled time has already passed and publishes it right away instead of leaving it stuck in a "scheduled" state.
Who can approve my posts? Only users with the Admin or Editor role in your organization can approve, request changes, or reject posts. They cannot approve their own posts -- the approval count badge excludes posts they created.
Will I get an email notification too? Notification preferences depend on your email settings. Check your email preferences to make sure approval-related emails are enabled if you want them.