1. Set up one shared record for the content cycle
Download the workbook and open a copy in a spreadsheet editor that supports XLSX. Keep the original as your blank master. Use one copy per client or clearly label the client in each post ID. The working Planner and Decisions sheets are empty; the example lives on its own sheet, so fictional records will not be mistaken for work awaiting approval.
Before entering posts, agree the agency owner, required client approvers, backup contact and review window. The owner gathers feedback and maintains the record. The client decides who can approve brand language, offers and sensitive announcements. A job title alone does not establish that authority.
- Assign a unique post ID that stays the same across revisions.
- Choose one review-packet link containing the proposed copy, creative and destination link.
- Write down who must approve and how that decision will be recorded.
2. Complete the review packet before requesting a decision
For each item, add the platform, caption version, asset version, owner and required approvers. Link to the review packet, then enter the review deadline and proposed publication time in the UTC columns. A review packet should also explain the campaign goal, audience, accessibility text and any offer wording or disclosure that needs attention.
Use the stage dropdown to describe the actual position of the work: Draft, Internal review, Client review, Changes requested, Approved, Scheduled or Published. These are process labels for your team. Selecting Approved does not check the evidence or authorize publishing automatically.
If reviewers need different decisions, keep them separate in the Decisions sheet. Two approvals for one post are two rows, each naming the same post ID and the specific caption and asset versions. Do not replace an earlier decision when a revised version returns for review.
3. Record a decision against a specific version
The decision log captures post ID, caption version, asset version, decision, reviewer, UTC timestamp, evidence link and feedback. Record an explicit approval or a clear request for changes. Link to the actual email, comment or review record instead of relying on a green cell or someone remembering a call.
After a material change to creative, an offer, a claim, a link or timing, follow the reapproval rule agreed with the client. Update the versions in the Planner and request a new decision. The example shows EX-014 held for a replacement frame while EX-015 has decisions for its current versions. Those records illustrate the process; they are not customer results.
A blank response is still an outstanding decision. When the cutoff passes, record the blocker and next action, contact the agreed backup and propose a revised slot. Keep the existing decision evidence so the handoff remains understandable.
4. Use UTC values and agree local review hours
The date columns hold spreadsheet date-time values displayed as year-month-day and 24-hour time. Treat those values as UTC. Enter the UTC equivalent yourself; the workbook has no timezone conversion. Keep the reviewer’s named local timezone in the review packet and check the conversion for the actual date, including daylight-saving changes.
A precise shared deadline can still fall outside someone’s working day. Teams spanning the US, UK, Australia, Dubai and India should agree a convenient local review window, holidays and backup coverage with each client. Leave time for a revision and final check before the publishing slot.
5. Check the publishing handoff and keep the record usable
Before handing the post to its publisher, compare the final caption, creative, account, destination link and intended slot with the approved versions. Record the next action and its owner. Scheduled means someone has scheduled it in the publishing tool; it is not evidence that the post went live.
After publication, enter the actual UTC time and live URL. If the post fails, keep the stage and next action accurate instead of closing it prematurely. At the end of the cycle, look at late decisions and repeated revisions to improve the agreement for the next cycle.
The blank sheets reserve 30 records each. Add rows as needed in your editor, copy the neighboring formatting and dropdowns, and check that your new rows have the same columns. Avoid storing passwords, access tokens or private customer data in the planner.
Common questions
Can I use the planner without a Shally account?
Yes. The download is public and requires no signup. Open a copy in an XLSX-compatible spreadsheet editor and share it using that editor’s access controls.
What is the difference between this template and the approval guide?
The guide explains how to agree the process. This template supplies the editable post register and decision log you can use to record it. Use both when setting up your first client cycle.
Does the workbook know when a post is ready to publish?
No. The owner must check every required decision, the approved versions and the final publishing details. The stage dropdown is a manual label, not an automated readiness check.
Make a copy for your next client cycle
Keep the blank master, adapt the fields to your agreed scope and use the example as a reference.
Download the approval planner