Approve HubSpot content

Require content to be reviewed and approved by designated users before it can be published or scheduled. After an approval request is submitted, approvers can review and take action in the content editor on desktop or in the HubSpot mobile app.

Before you get started

Before you set up approvals and approve HubSpot content, review the requirements and considerations.

Understand limitations & considerations

• Super Admins can skip approvals.
• Content that's pending approval can only be published by assigned approvers.
• Only one approval can be requested at a time.
• Approval settings for deals and quotes are managed within their respective tools and don't appear on the Approvals settings page.
• When requesting an approval for a RSS or blog subscription email, the email only needs to be approved once. Any subsequent updates to the email can be published immediately without the need to regain approval.

Set up content approval

Set up content approval requests in your Approval settings, then assign the proper permissions to users who should review and approve content.

Turn on content approval requests

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Approvals.
3. On the Approvals page, toggle the switches on for the applicable content type.
4. On the Choose who can skip approvals page, select an option for which users don't need approval to publish or schedule 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 can't be selected, as they always have the ability to skip approvals.
5. In the bottom right, click Next.
6. Review the selected approvers, then click Done.

Give approval permission to other users

After content approvals are turned on, Super Admins automatically have permission to approve content. Assign Approvals permission to more users as needed.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar, click Users & teams.
3. Hover over a user, then click Edit permissions.
4. To give users approval permissions for marketing emails, blog posts, landing pages, website pages, and social posts:
   • In the left panel, click the Marketing tab.
   • Click to toggle the Marketing Access switch on.
   • Scroll down to the Approvals section and click to toggle the Approve [content type] switch on for each type of content you want the user to approve.
5. To give users approval permission for knowledge base articles:
   • In the left panel, click the Service tab.
   • Click to toggle the Service Access switch on.
   • Click to expand the Knowledge base articles section.
   • Click to toggle the Approve switch on for knowledge base articles.
6. In the top right, click Save.

Request, cancel, or reassign approval on your content

Request, cancel, or reassign approvals on pages, posts, articles, marketing emails, and social posts from within the content editor.

Request approval on your content

1. 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.
   • Knowledge Base: In your HubSpot account, navigate to Service > Knowledge Base.
   • Blog: In your HubSpot account, navigate to Content > Blog.
   • Marketing emails: In your HubSpot account, navigate to Marketing > Email.
   • Social posts: In your HubSpot account, navigate to Marketing > Social.
2. Click on the name of your content.
3. In the top right of the content editor, click the Request approval.
4. In the Request approval dialog box:
   • Click the Approvers dropdown menu and select the checkbox next to each user you're requesting approval from.
   • Select an option on the threshold of approvals required:
     • All approvers: all approvers selected must approve your content before you can publish or schedule the content.
     • Just one approver: only one of the approvers selected must approve your content before you can publish or schedule the content.
5. Enter a due date and time.
6. Enter a message to be included in the notification.
7. Click Request approval.

6. To review the approval status of your content:
   • In the top right, click View approval.
   • In the right sidebar, one of the following approval statuses will be visible:
     • Pending approval: the content is waiting on approval. Other users, including Super Admins, won't be able to publish or schedule the content.
     • Approved: the content has been approved and can be published or scheduled.
     • Approval canceled: the approval has been canceled by the user who initially requested it.

Cancel approval on your content

1. 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.
   • Knowledge Base: In your HubSpot account, navigate to Service > Knowledge Base.
   • Blog: In your HubSpot account, navigate to Content > Blog.
   • Marketing: In your HubSpot account, navigate to Marketing > Email.
   • Social posts: In your HubSpot account, navigate to Marketing > Social.
2. Click on the name of your content.
3. In the content editor, click View approval in the top right.
4. In the right sidebar, click Cancel approval.

5. In the dialog box, enter a message that'll display in the notification to the approvers.
6. Click Cancel approval.

Reassign approvers on your content

1. 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.
   • Knowledge Base: In your HubSpot account, navigate to Service > Knowledge Base.
   • Blog: In your HubSpot account, navigate to Content > Blog.
   • Marketing: In your HubSpot account, navigate to Marketing > Email.
   • Social posts: In your HubSpot account, navigate to Marketing > Social.
2. Click on the name of your content.
3. In the content editor, click View approval in the top right.
4. In the right sidebar, click Reassign approvers.

5. In the right panel, select the checkbox next to each user you're requesting approval from.
6. Click Next to review the selected users, then click Save.

Approve content or request changes

Approve content or request changes in the content editor. Approved content can be published by any user with the correct permissions.

If changes are requested, the content approval status will remain as pending approval. The user can review the request notes in the right sidebar, or camcel approval.

1. 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.
   • Knowledge Base: In your HubSpot account, navigate to Service > Knowledge Base.
   • Blog: In your HubSpot account, navigate to Content > Blog.
   • Marketing: In your HubSpot account, navigate to Marketing > Email.
   • Social posts: In your HubSpot account, navigate to Marketing > Social.
2. Click on the name of your content.
3. To approve content for publishing:

1. • In the content editor, click Approve in the top right.
   • In the dialog box, enter a message that'll display in the approval notification to the requestor.
   • Click Approve.

4. To request changes to content before publishing:
   • In the content editor, click the Approve dropdown menu in the top right.
   • Click Request changes.
   • In the right sidebar, add comments to the content and then click Comment.
   • To tag the user who requested approval, type @, then the name of the user in your comment. In the dropdown menu that appears, click the user.

Manage approvals on mobile devices

Requesting approvals on mobile is supported for marketing emails and social posts only. Users can cancel and approve content including social posts, marketing emails, blog posts, landing pages, website pages, and knowledge base articles using the HubSpot mobile app.

Request marketing email or social post approvals on mobile devices

1. Open the HubSpot app on your device.

2. Navigate to your content:
   • Marketing email: In the top left, tap the Menu icon, then tap Marketing email.
   • Social posts: In the top left, tap the Menu icon, then tap Social Publish.
3. Tap the content that needs approval.
4. In the top right, tap theverticalMenuthree vertical dots icon, then tap Request approval.
5. In the Request approval section, tap Approvers and select the checkbox next to each user you're requesting approval from.
6. Select an option on the threshold of approvals required:
   • All selected approvers: all selected approvers must approve your content before you can publish or schedule the content.
   • One approver: only one of the approvers selected must approve your content before you can publish or schedule the content.
7. Tap Send.

Cancel approvals on mobile devices

1. Open the HubSpot app on your device.
2. In the top left, tap the Menu icon, then tap Approvals.
3. Tap an approval. 
4. At the bottom of the screen, tap Cancel approval. 
5. In the field, enter the reason for your cancellation, then tap Cancel approval. A notification will be sent to all approvers.

Approve content on mobile devices

1. Open the HubSpot app on your device.
2. In the top left, tap the Menu icon, then tap Approvals.
3. Tap an approval.
4. To approve the content:
   • At the bottom of the screen, tap Approve
   • In the field, enter any comments, then tap Approve. 
5. To request changes to the content:
   • At the bottom of the screen, tap Request changes.
   • In the field, enter comments detailing the changes that need to be made, then tap the send icon.