How to Manage Multiple Client Social Media Accounts With posterly Workspaces

How to Manage Multiple Client Social Media Accounts With posterly Workspaces

Running social media for one brand is manageable. Running it for five, ten, or twenty clients is a different kind of challenge. Without a proper system, things get disorganised fast: posts going to the wrong account, clients not seeing content before it goes live, team members stepping on each other's work, and no clear record of who approved what.

posterly Workspaces is designed to solve this. It gives agencies and in-house teams a structured way to organise accounts, assign permissions, collect client approvals, and keep everything separated by client without needing a separate login for each one.

This guide walks through how to set up Workspaces for agency use, how the approval workflow functions, and how to configure per-client settings like timezones and team roles.

What a Workspace Is and How It Is Structured

Every posterly account belongs to a workspace. Think of the workspace as your organisation: it contains all your team members, all the social accounts you manage, and all the posts you have ever scheduled.

Within a workspace, you can create client groups. A client group is a sub-container that holds the social accounts belonging to one particular client or brand. For example:

• Client Group: Acme Corp

  • Acme Corp LinkedIn
  • Acme Corp Instagram
  • Acme Corp Facebook

• Client Group: Blue Horizon Fitness

  • Blue Horizon Instagram
  • Blue Horizon TikTok
  • Blue Horizon YouTube

This separation keeps content, calendars, and analytics organised by client. When you open the calendar for Acme Corp, you see only their posts. When you look at Blue Horizon's analytics, you see only their numbers.

Setting Up Your Workspace for Agency Use

Step 1: Create Client Groups

Go to your workspace settings and create a client group for each client. Give each group a clear name that matches how you refer to the client internally.

Assign the relevant social accounts to each group. If a client later adds a new platform (for example, they decide to start a TikTok account), you connect it in posterly and add it to their existing group.

Step 2: Configure Per-Client Timezones

One of the most practical settings for agencies managing clients in multiple regions is per-client timezones. When you set a timezone for a client group, the calendar and time picker automatically show times in that timezone whenever you are working on that client's content.

This means no mental arithmetic when you are scheduling a post for a client in New York while you are sitting in London. Open their calendar, pick 9am, and posterly schedules it at 9am in their timezone.

Timezone settings are in the client group configuration inside your workspace settings.

Step 3: Invite Team Members and Assign Roles

Go to the Members section of your workspace to invite team members. posterly has four roles:

Role	What They Can Do
Owner	Full access: create, edit, delete posts, manage accounts, manage billing
Admin	Full access except billing
Editor	Create and edit posts, no account or member management
Viewer	Read-only access to posts and calendar

For an agency, a typical setup might be:

• Account Managers as Admins: they can manage accounts and members for their clients
• Content Creators or Copywriters as Editors: they create and edit posts but cannot delete accounts or change settings
• Clients themselves as Viewers or Guest Reviewers: they can see what is scheduled without being able to change anything

Guest Reviewers are a special case. They are external contacts who receive a unique review link rather than a full workspace login. They can approve or request changes on posts sent to them, but they cannot see your other clients or access any workspace settings.

The Client Approval Workflow

Content approval is where most agency-client relationships get complicated. Without a clear process, posts either go live without client sign-off or get stuck in endless email threads.

posterly's approval workflow is built into the post itself. Here is how it works:

Step 1: Create and Prepare the Post

Build the post in the Composer as normal. Write the caption, attach media, select the accounts, and choose a scheduled time.

Before confirming the schedule, keep the post in Draft status. This holds it in your calendar without queuing it for publishing.

Step 2: Send for Approval

Once the post is ready for client review, click Send for Approval in the post modal. posterly generates a unique guest link for the client.

You can share this link via email, Slack, or however you communicate with the client. The link takes them to a clean review screen showing the post preview, caption, scheduled time, and which accounts it will publish to.

Step 3: Client Reviews and Approves or Requests Changes

The client can:

• Approve the post, which moves it from Draft to Scheduled
• Request changes, which returns it to your drafts with their feedback attached

The client does not need a posterly account. They just open the link, see the post, and click Approve or leave a comment.

This removes the need to screenshot posts and send them over email for feedback. Everything stays in posterly, with a clear record of what was approved and when.

Step 4: Approved Posts Publish Automatically

Once the client approves, the post moves into the publishing queue. It will go live at the scheduled time without any further action needed.

For posts that come back with requested changes, you edit the post in posterly, update the caption or media, and send the review link again.

Keeping Client Work Separated

One of the most important things the workspace structure does is prevent cross-client contamination: the scenario where a post intended for Client A accidentally goes to Client B's accounts.

Because social accounts are assigned to specific client groups, the Composer only shows the accounts that belong to the selected client. If you are working in Acme Corp's calendar, you cannot accidentally select Blue Horizon's Instagram account.

The calendar view also respects this structure. Filter the calendar by client group and you see only their posts. This is useful during weekly reviews with clients: you can pull up their calendar and walk them through the upcoming schedule without any of your other clients' content visible.

Using Labels to Organise Content Within a Client's Account

Within a client group, use Labels to tag posts by campaign, content type, or priority. For example, a client running three concurrent campaigns might have labels like:

• Spring Launch
• Brand Awareness
• Product Education

Labels appear in the Calendar and Table view, so you can filter to see only posts belonging to a specific campaign. This is helpful during campaign reviews and reporting.

Analytics and Reporting Per Client

When a client asks for a performance report, you can pull analytics for their accounts specifically without any cross-client data mixing in.

Go to Analytics and filter by the client's accounts or by date range. posterly tracks likes, comments, shares, reach, impressions, and click-through rates across all connected platforms.

For regular reporting, the Table view in combination with CSV export gives you a structured dataset you can drop into a report template. Filter by client, set the date range, export, and the data is ready.

Practical Tips for Agencies Managing 10 or More Clients

Create a standard onboarding checklist for new clients. When you bring on a new client, the setup steps are always the same: create a client group, connect their social accounts, configure timezone, invite relevant team members, and set up the first batch of content. Writing this as a checklist prevents missed steps.

Use the Viewer role for clients who want ongoing visibility. Some clients want to be able to check the calendar any time without waiting for a weekly update from you. Adding them as Viewers gives them that access without the risk of them accidentally deleting or rescheduling posts.

Batch approvals rather than sending posts one by one. Instead of sending individual posts for approval, batch a week or two weeks of content at once. Review it yourself first, get internal sign-off if needed, and then send the full batch to the client. This reduces the number of back-and-forth interactions.

Set per-client brand voice notes. In posterly's brand profile settings, you can add notes about the client's tone, vocabulary, and style preferences. The AI Agent uses these when generating captions for that client's accounts, so you get on-brand output from the start rather than having to heavily edit every suggestion.

Keep a separate AI Agent conversation per client. The AI Agent saves conversation history. Starting a new conversation for each client keeps their campaign planning and scheduling history separate and easy to refer back to.

Scaling From 5 to 50 Clients

The workspace structure in posterly is designed to scale. The core pattern stays the same regardless of how many clients you have:

1. One workspace for your agency
2. One client group per client
3. Accounts assigned to client groups
4. Team members with appropriate roles
5. Content created, approved, and scheduled within each client group

As your team grows, you add members and assign them to specific clients. As clients add platforms, you connect new accounts and add them to their existing group.

The Teams and Roles documentation covers advanced permission scenarios for larger teams, including how to restrict specific editors to specific client groups rather than giving them workspace-wide access.

Frequently Asked Questions

Can I give clients access to see their scheduled posts without letting them edit anything?

Yes. Invite them to your workspace with the Viewer role and they can see the calendar and post list for their accounts without being able to create, edit, or delete anything. Alternatively, use the guest reviewer link for one-time approval reviews without giving them a permanent workspace login.

What happens if a team member leaves and I need to remove their access?

Go to workspace settings and remove the member. Their access is revoked immediately. Any posts they created or scheduled remain in the system under the workspace, not tied to their personal account.

Can different clients have different posting timezones even within the same workspace?

Yes. Timezone is a per-client-group setting. Each client group has its own timezone. The calendar and time picker will automatically use the correct timezone when you are working within that client's context.

Is there a limit to how many client groups I can create?

Client group limits depend on your plan tier. Higher plan tiers support more client groups and more connected accounts. Check the current limits on the posterly pricing page.

Can I track which team member scheduled or approved each post?

posterly keeps a post activity log that shows edits, reschedules, and status changes. This gives you a record of who worked on each post and when approvals were given.