Involving external reviewers

What is this about?

People outside your team often need to collaborate or review content: clients, management or freelance authors. ALLMEDIA.AI offers three ways to do this:

1. As a member with a restricted role: The person gets their own account in the workspace, but only the permissions they need.
2. Approval via email link: Approval recipients review posts via a link in the email, without signing in.
3. Client feedback on the editorial plan: Clients review an entire editorial plan via a guest link, without any account.

There is no freely shareable guest link with password protection for individual posts or campaigns.

Prerequisites

• Owners and administrators can invite.
• Each member occupies a team seat in the owner’s plan (Free 1, Pro 2, Agentic unlimited, more seats as an add-on).

Step by step

1. Invite an external person. Go to Settings → Workspace → Team and click Invite Member. Details are in Invite team members.
2. Choose a suitable role. For guest authors, External editor fits: the person only sees and edits their own posts and images and submits posts for approval. For stakeholders who only read along, Viewer fits. Anyone who should also approve posts in the app needs a role with the Approve posts permission, such as Editor-in-Chief or a custom role (see Workspace roles).
3. Add as approval recipient. Under Plan → Approvals → Settings, select the person under Notification recipients. In the Per channel Approval mode, you define the recipients per channel: All team members, By role or Specific users.
4. Have approval done by email. When a post is due for approval, the person receives an email. Via the link they open the post preview and can approve, reject with an optional reason or edit the text. No sign-in is required for this.
5. Track the result. Approved posts are scheduled; rejected ones go back to draft with the reason. You see the decision under Plan → Approvals. Whoever requested the approval gets a notification.

Client feedback on the editorial plan via guest link

This is how you get feedback on an entire plan without inviting the person:

1. Open the plan under Ideas/Inbox → Editorial Planning and click Invite client.
2. Enter the Client email and choose the Validity: 7, 14 or 30 days. 14 days is preset. Choose the Invitation language.
3. The client receives an email with a protected link. The link is also copied for you when you invite.
4. The client approves each post idea (Approve) or requests changes (Request change) and writes comments.
5. Under Client feedback you see all responses and can reply. Your replies are collected and delivered to the client by email.

Under Invited guests you can Extend access, Resend the invitation or Revoke access.

Limits

• Approval links in the email are valid for 3 days. After that, a new approval must be requested. In the app, authorized members can decide at any time.
• Approval emails only go to members of the workspace. Arbitrary external email addresses cannot be entered as approval recipients.
• There is one approval stage. Multi-stage approval chains are not provided.
• Guest links for editorial plans are valid for at most 30 days.

Tips

• Invite each external person with their own email address and don’t share access.
• Give guest authors the External editor role. They cannot publish anything; everything goes through approval.
• Remove external members from the member list after the project ends. This frees up the team seat again.

Frequently asked questions

Does the client need an account for the approval?

For approval via email link they don’t have to sign in, but they must be registered as a member of the workspace. For client feedback on the editorial plan, they need neither an account nor membership.

The approval link has expired. What now?

Request the approval again. Alternatively, a member with approval rights decides directly in the app under Plan → Approvals.

Related articles

• Approval workflows
• Workspace roles
• Editorial planning with the planning assistant
• Comments and feedback in the workflow