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Team process

Agree who approves testimonials and what they check before anything goes live

Once more than one person can publish, someone eventually posts a testimonial with a typo, a client’s confidential detail or a claim nobody checked. A short, shared approval process prevents it. Work through the checklist with your team.

Use the free toolSet up my workspace (opens in a new tab)
Free, no sign-upThe approval checklist
  • Who does what, before and after approval
  • Ten checks a reviewer runs on every submission
  • Copy it into your team wiki in one click
Open the tool

Roles to agree first

Small teams may have one person in two roles. What matters is that each job has a name next to it.

RoleDoesDoes not
CollectorSends requests and chases repliesApprove their own requests’ answers
ReviewerRuns the checklist and approves or rejectsEdit a testimonial’s meaning
PublisherAdds approved testimonials to widgets and pagesPublish anything not yet approved
OwnerSettles disputes and removal requestsSkip the checklist for a favourite customer

Checklist

The approval checklist

Tick through it on one real submission with your team, then adopt it as your standard.

Set up once
Every submission
After approval

Ticks stay in your browser.

In StoryProof

Run the process in StoryProof

  1. 1

    Invite the team into the workspace

    Brand spaces per account: Free 1, Starter 1, Pro 3, Agency 15. Seats per space: Free 1, Starter 3, Pro 5, Agency 10.

  2. 2

    Let everything land in the approval queue

    Nothing a customer submits or you import goes public until someone approves it, so the queue is where the reviewer works.

  3. 3

    Tag as you approve

    Tags for audience, product and permission status make the publisher’s job quick and keep the record clear.

  4. 4

    Automate only the safe cases

    From Pro, an automation can approve 4 and 5 star testimonials that include text and leave everything else for a person. Decide as a team whether that rule fits your checklist.

  5. 5

    Publish deliberately

    The publisher adds approved testimonials to each widget one by one, so nothing reaches a page by accident.

What happens next: With the roles written down, a new teammate can follow the process on their first day.

Before you start

Things to decide for yourselves

  • Auto-approval skips the human checks

    A rating says nothing about confidential details or third-party names. Use it only if your team is comfortable with that trade-off.

  • Roles here are a process

    The table describes how your team divides the work. Set up access in StoryProof to match it.

  • Regulated fields need more

    Finance, healthcare and legal services often need a compliance sign-off as an extra step.

Questions

Does every testimonial need approval?

In StoryProof, yes: nothing goes public until it is approved. An automation can do the approving for 4 and 5 star text testimonials if your team chooses.

Who should be the reviewer?

Someone who did not send the request and knows what is confidential to your customers, often a marketing lead or account manager.

How often should approved testimonials be re-checked?

On a fixed schedule your team can keep, for example each quarter, looking for customers who have left, outdated features or prices, and expired permissions.

Give your team one queue to review

Collect into an approval queue, tag as you go and publish only what has been checked.

Set up my workspace (opens in a new tab)Walk through it with us (opens in a new tab)

Last updated 2026-11-04.