Use case:

Client Approval

Our clients typically perform 2 types of quality assurance – internal QA (before their client sees it), and client QA/approval.

For example, an email campaign is checked with the client before going live, a landing page Figma file is approved before development starts, a call booked for a client can be marked as “show” or “no-show”, and so on.

Challenges with Client Approval

For most businesses, client approval is a manual process – someone has to remember to ask the client for approval, at the right time, send the link(s) to the resources that need approval, record the result, and notify the team that the project is good to proceed (and remind the client to approve if they forget).

All this takes time and slows down results – the more time you spend asking one of your clients for approval, the less time you have to spend servicing the others.

How We Automate Client Approval

Our clients typically communicate with their clients over Slack or email – we’ve created client approval flows for each.

Here’s the process we follow to automate client approval:

First, we create a Company Brain to represent each step in the production process (from the start of a landing page, including the client approval step, to the moment the landing page is published and tracked, for instance)

Next, we create a data infrastructure in Airtable, to represent not only the item being produced (videos, landing pages etc), but also the client list (which tells us the contact email or Slack channel ID for where to send the approval request), and team list (so we can ping the right person in slack if the client does NOT approve, and the right person if they DO approve)

The Airtable record for the project (video, landing page etc) also includes a link to the file being approved (for instance, a Google doc link of the email copy, a Figma link to the landing page design being approved, etc)

Next, when a project enters the “Send to Client For Approval” state (or whatever state our client needs info from their client), we either send an email (with action buttons)…

…or a Slack bot message (with similar buttons)

and after it’s sent, change the state to “Waiting on Client Approval.”

Sometimes (as you’ll see above), we also need to add a space for notes or other context.

Based on the action button clicked, the status changes again. In the case of approval of a cold email call booked (as in the screenshots above), we mark the call as “showed” or “no-show”. In the case of a creative (like a video, landing page, email copy etc), the project is marked as “approved” or “denied” and the right team member can be notified in Slack.

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