A client approval workflow template that closes every batch.

Template

1. Intake — owner: account manager
   In: one long recording + the client's no-go list ("anything we must not post?")
   Done when: the file is in the client's folder and the no-go note is in the ticket

2. Cut — owner: editor
   In: the recording
   Done when: every clip you intend to send is a finished, captioned vertical file

3. Internal QA — owner: a second editor, not the one who cut it
   Check at phone size, with sound: first second, caption sync, safe areas, hook, last frame
   Done when: every clip passed or was pulled from the batch

4. Client review — owner: account manager
   Send ONE link for the whole batch, with the deadline in the same message
   Done when: the link is sent and the deadline is in the tracker

5. One revision round — owner: editor
   Wait for the deadline, then work every change request in a single pass
   Re-send only the clips that changed; approved clips stay approved
   Done when: every clip is approved or explicitly dropped

6. Post — owner: account manager
   Post approved clips to the channels and with the captions the client saw
   Done when: every approved clip is live or has a written reason, and the batch is closed in writing

Example

Batch 14 for a fitness client: recording in Monday, eight clips cut Monday afternoon, seven passed QA (one pulled — the speaker is off-frame in the first second), one link sent Tuesday 10:00 with a Thursday 17:00 deadline, two change requests worked Friday morning, six clips live Friday, one dropped at the client's request.

When to use: Paste it into the client onboarding doc before the first batch, so both sides know what "done" means at every step. Do not skip stage 3 to save an hour — that hour comes back as a revision round.

Template

ONCE PER CLIENT (before batch 1)
[ ] Approval SLA and revision cap agreed in writing (clauses below)
[ ] One named approver + one backup at the client
[ ] The channels each client's clips post to, written down
[ ] Where feedback goes: the review link — not DMs, not email threads

EVERY BATCH
[ ] Recording received; no-go list captured in the ticket
[ ] Clips cut, captioned and rendered vertical (9:16)
[ ] Internal QA passed by a second person — phone size, with sound
[ ] One review link for the whole batch; deadline in the same message
[ ] Tracker updated: every clip "With client", due date filled in
[ ] Deadline reached: all change requests worked in ONE pass
[ ] Only changed clips re-sent; approved clips left alone
[ ] Approved clips posted to the channels the client saw
[ ] Batch closed in writing: what posted, what was dropped, next batch date

Example

Batch 14 closed: six posted, one dropped at the client's request, one pulled in QA. Next recording due Monday.

When to use: Every batch, ticked by the account manager. Fix a failing item on the once-per-client list instead of adding a new step.

Template

Approval turnaround. [Client] will review each batch of short-form videos within [2] business days of receiving the review link (the "Review Window"). [Client] names [name, role] as approver and [name, role] as backup. Videos not approved or commented on within the Review Window are held and move to the next batch, and the posting schedule shifts by the length of the delay. [Agency] is not responsible for posting dates missed because of a late review.

Example

The client reviews each weekly batch within 2 business days; the marketing lead approves, the owner is the backup. A batch sent Tuesday 10:00 closes Thursday 10:00.

When to use: The approval SLA. Without a window, silence becomes the default and the posting slots of the week are gone before feedback arrives.

Template

Revisions. Each batch includes one (1) revision round. A revision is a change to an existing video from the same recording: a trim, a new start or end point, a caption or on-screen text change, or swapping one clip for another moment from the same recording. A revision is not a new recording, a new format, a new brand look or new source material. Change requests are made on the review link within the Review Window. Changes requested after the round closes are scheduled into the next batch or billed at [rate] per [video / hour].

Example

Round one: "start two seconds later" and "fix the spelling of our product name" are revisions. "Can we reshoot this in the studio?" is a new batch with a new brief.

When to use: The revision cap. It stops round two from turning into round five, and it tells the client what they can ask for without a negotiation.

Template

Approval means posting. Approving a video on the review link authorises [Agency] to post it, with the caption shown, to the channels shown on the review page, without a further check. Feedback given outside the review link (calls, DMs, email) is not binding until it is added to the link.

Example

The client approves clip 3 on Wednesday; it goes live on the two channels listed on the review page with the caption they read.

When to use: Add it when approval triggers posting — right away or on a date in the tracker — so an approval is never read as "looks fine, but check with me first".

Template

Subject: [Client] — batch [#] ready for review (due [day, time])

Hi [first name],

Batch [#] is ready: [N] short clips from [recording title].

Review here: [review link]
No login needed. On each clip, press Approve — or Request changes and tell us what to change.

Please review everything by [day, time]. That's the [2]-business-day window we agreed; anything still open then moves to the next batch.

Approved clips go out to [channels] [right away / on the dates in the tracker].

Thanks,
[Your name]

Example

Subject: Batch 14 ready for review (due Thursday 17:00). Eight short clips from Monday's episode — one link, no login, Approve or Request changes on each. Anything still open Thursday evening moves to batch 15.

When to use: Every time a batch goes to the client. One link, the deadline in the same message, never eight separate links.

Template

Hi [first name],

Thanks — we have your notes on [N] of [total] clips. Here's what we'll do:

• Clip [#]: [the change, in one line]
• Clip [#]: [the change, in one line]
• Clip [#]: [one question with two options, e.g. "Is it the opening line or the topic? If it's the topic we swap in the clip about [X]; if it's the opening we start two seconds later."]

The [N] clips you approved stay approved and go out as planned. The reworked ones will be back on the same link by [day, time]. This is the one revision round for batch [#], so please review them by [day, time].

[Your name]

Example

Client wrote "the second one feels off". Reply: "Is it the opening line, the length or the topic? If it's the topic we drop it and use the pricing clip; if it's the opening we start two seconds later." One question, two concrete options, a decision within the hour.

When to use: After the review deadline, once — not after every comment. Turn each vague note into a question with two options instead of re-cutting a clip three ways.

Template

| Clip   | Client   | Status            | Due          | Notes                          |
|--------|----------|-------------------|--------------|--------------------------------|
| B14-01 | [Client] | With client       | [day, time]  | Link sent [day, time]          |
| B14-02 | [Client] | Changes requested | [day, time]  | "[client's note, verbatim]"    |
| B14-03 | [Client] | Approved          | —            | Posts to [channels]            |
| B14-04 | [Client] | Dropped           | —            | [reason]                       |

Status values (use exactly these):
In edit → Internal QA → With client → Changes requested → Approved → Posted
Dropped (always with the reason in Notes)

Example

B14-02 · fitness client · Changes requested · Thursday 17:00 · "start after the cough, keep the caption" — re-render due Friday 10:00.

When to use: Every morning: filter Status to everything except Posted and Dropped, sort by Due. That list is the day's work across all clients.