Approve HubSpot content

In HubSpot, you can require that content be approved by specific users before it is published. Once an approval is requested, it can be reviewed by those users on desktop or mobile. 

Understand limitations

• Only users that are not super admins can request approval. 
• While approvals are pending on a piece of content, users who are not approvers will not be able to publish it. 
• Only one approval can be requested at a time. 

Set up content approval

In settings, you can turn on content approval requests, then grant permission to specific users to approve content. 

Turn on content approval requests

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Approvals.
• Under Website, click Set up approvals for either blog posts, landing pages, or website pages.
• In the Choose who can skip approvals section, select an option for which users don't need approval to publish content:
  • Only Super Admins can skip approvals: only users with super admin permissions can publish content without requesting approval. 
  • Everyone can skip approvals: all users can publish content without requesting approval. 
  • Only users I choose can skip approvals: specific users can publish content without requesting approval. When you select this option, select the checkbox next to each user who can skip approvals. Super admins cannot be selected, as they always have the ability to skip approvals. 

• Click Next. 
• Click Turn on approvals, then click Done. 

Grant approval permission to other users

After you've turned on content approvals, all super admins in your account will automatically have permission to approve blog posts by default.

You can also grant permission to other users in your account to approve marketing emails, blog posts, landing pages, and website pages separately: 

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar, click Users and teams.
• Hover over a user, then click the Actions dropdown menu and select Edit permissions.
• In the right panel, click the Marketing tab. 
• If it is not already turned on, click to toggle the Marketing Access switch on. 
• Click to expand the Approvals section. 
• Approvals for marketing emails, blog posts, landing pages, and website pages are controlled separately. Click to toggle the Approve [content type] switch on for each type of content you want this user to approve. 
• Click Save. 

Request approval on a post, page, or article

You can request review of a blog post, landing page, website page, or knowledge base article from within the content editor: 

• Navigate to your content:

  • Website Pages: In your HubSpot account, navigate to Content > Website Pages.
  • Landing Pages: In your HubSpot account, navigate to Content > Landing Pages.
  • Blog: In your HubSpot account, navigate to Content > Blog.
• Click on the name of your content. 
• In the content editor, click the Request approval dropdown menu in the top right and select Request approval. 
• In the dialog box, click the Approvers dropdown menu and select the checkbox next to each user you are requesting approval from. You can also include a message that will be sent with the approval request.
• Select an option on the threshold of approvals required:
  • All approvers: all approvers selected in the previous step must each approve your content before it can be published.
  • Just one approver: only one approver is required to approve your content before you can publish it.
• Click Request approval.

• To check on the approval status of your content, click the Approvals dropdown menu in the top right and select View approval activity. 
• One of the following approval statuses will appear in the sidebar:
  • Pending approval: the content is waiting on approval. Other users, including super admins, will not be able to publish the content.
  • Approved: the content has been approved and can be published.
  • Approval recalled: the approval has been recalled by the user who initially requested it.

Approve or reject content 

You can approve or reject content in the content editor. Approved content can be published by any user with the correct permissions. Rejected content must be resubmitted for approval before it can be published. 

• Navigate to your content:

  • Website Pages: In your HubSpot account, navigate to Content > Website Pages.
  • Landing Pages: In your HubSpot account, navigate to Content > Landing Pages.
  • Blog: In your HubSpot account, navigate to Content > Blog.
  • Knowledge Base: In your HubSpot account, navigate to Content > Knowledge Base.
• Click the name of your content. 
• To approve content for publishing:
  • Click the Approvals dropdown menu in the top right of the content editor and select Approve.
  • In the dialog box, enter an approval message that will display in the approval notification, then click Approve. 
• To request changes to content before publishing: 
  • Click the Approvals dropdown menu in the top right of the content editor and select Request changes.
  • In the collaboration sidebar, enter a comment with your requested changes, then click Comment. To tag the user who requested approval in your comment, type @, then the name of the user. In the dropdown menu that appears, click the user.

Recall an approval

If you need to restart the approval process, you can recall an approval. Once you've made your changes, you can request approval again.

To recall an approval:

• Navigate to your content:

  • Website Pages: In your HubSpot account, navigate to Content > Website Pages.
  • Landing Pages: In your HubSpot account, navigate to Content > Landing Pages.
  • Blog: In your HubSpot account, navigate to Content > Blog.
• Click on the name of your content. 
• In the top right, click the Approvals dropdown menu and select Recall approval.
• In the dialog box, enter a message that will appear in a notification to all original approvers.
• Click Recall approval.

Manage approvals on mobile devices

Both approvers and those requesting approval can manage approvals on mobile devices. 

Recall approvals on mobile devices

• Open the HubSpot app on your device.
• Tap Menu in the bottom navigation menu, then tap Approvals. 
• Click an approval. 
• At the bottom of the screen, click Recall approval. 
• In the field, enter the reason for your cancelation, then click Recall approval. A notification will be sent to all approvers.

Approve content on mobile devices

• Open the HubSpot app on your device.
• Tap Menu in the bottom navigation menu, then tap Approvals. 
• Click an approval. 
• To approve the content: 
  • At the bottom of the screen, click Approve
  • In the field, enter any comments, then click Approve. 
• To request changes to the content:
  • At the bottom of the screen, click Request changes. 
  • In the field, enter comments detailing the changes that need to be made, then click Request changes.