FREE RESOURCE / SOCIAL MEDIA OPERATIONS
Stop the wrong version going live. Give every post a clear approver, a decision deadline and a safe plan for changes or failed sends.
Free and ungated. No email required.
A quick “looks good” can refer to yesterday’s image or a different offer. Use this original checklist to tie a decision to one exact post version and its intended accounts. It works with your current planner; using the sheet does not configure, approve or stop a post in any software.
In the PDF or editable copy, write a reference, caption version, media filename/version, final destination and publishing time with its timezone. Add a separate row for each channel/account. Keep the actual caption and media in your approved work system and put a private evidence reference in the sheet.
| Post / version | Media / destination | Account / time | Decision / owner |
|---|---|---|---|
| SALON-07 / caption v2 | midweek-v2.jpg / approved booking page | Salon Facebook Page / 12 Nov, 10:00, Asia/Karachi | Awaiting owner review; hold |
Check the final landing page on a phone. A correct caption cannot fix an expired offer, the wrong branch or a booking button that is hard to use.
Suggested review message: “Please approve SALON-07, caption v2, midweek-v2.jpg, the linked booking page, the named account and 12 November at 10:00 Asia/Karachi. Reply Approve this version or Hold with the changes required before 11 November at 16:00. No reply means hold.” Replace every example detail.
This is a team operating rule, not a claim that software locks an approved version or automatically requests approval again after edits. The publishing owner is responsible for checking the actual scheduled state.
HighLevel documents internal review in Social Planner. Approval can place the post on its publishing schedule, so verify the date and time before approving. Email alerts depend on notification settings; check the pending queue even when no email arrives. See the practical approval process for the current setup labels and owner checks.
A different price, link, image, account or time needs a new sign-off under this checklist. Tell the publishing owner immediately and verify the old schedule has actually been moved or removed. If a send fails or its outcome is uncertain, inspect the destination first. Record any live link and let one owner decide whether a specific channel needs a retry.
These downloads are manual planning records. Keep credentials and customer details out of shared copies. A passed checklist is evidence of your observations, not a certified integration test or a promise of successful delivery.
TEST 01
Compare a sample approval record against the actual caption, media, final destination and selected social account. Change one detail in the sample and check the reviewer catches it.
The reviewer can identify the exact approved version and each intended account. A changed detail needs a fresh decision.
TEST 02
Open the sample final destination on a phone. Check the correct service/location, stated price or dates, usable buttons and a working next step without submitting a real enquiry.
The final page matches the post and the next action is usable on a phone. A wrong, expired or broken destination blocks release.
TEST 03
Use a controlled test account and harmless sample post with a future time. Confirm timezone before approval, then inspect the saved schedule. Do not publish a test to customers.
The approver checks date, time and timezone before approval; the saved schedule matches. Approval may schedule publishing.
TEST 04
Run a tabletop test with the approver unavailable and no notification received. Ask the publishing owner to find the pending item and apply the agreed hold and backup plan.
No response is treated as a hold. The publishing owner checks pending work directly and uses the named backup.
TEST 05
In a controlled sample, change the image after sign-off. Have the owner move the scheduled time safely or remove that single scheduled item, then verify its actual state.
The old schedule is verified stopped or moved before a new version is approved. A changed worksheet is not proof of a stop.
TEST 06
Discuss a sample failed or uncertain send. Check the destination account first, record any live link, assign one retry owner and confirm the specific channel before retrying.
A real destination check precedes a retry. Already-live copies are not reposted; uncertainty goes to one owner.
Edits stay in this page until you leave. Download a record to keep them. Worksheet text is not submitted or sent to analytics.
Use your agreed process to evaluate the platform, costs and configuration that apply to your agency.
Read the related HighLevel guide →Independent affiliate: I may earn a commission if you purchase through this link. The resource remains free.
Prepared November 7, 2026 by Kashif Rehman. Original planning examples and test records; no customer results or automatic system verification are claimed.
Product information checked November 7, 2026. Confirm current settings and account-specific terms.