Quick Guide for Admins

If you're an Admin or the Account Owner in charge of setting up the Gain account, connecting social media accounts to Gain, and inviting Team Members and Clients, this guide is for you. Once your account is set up, you can schedule personalized training sessions with our Customer Success team or share our Onboarding Guides for Content Creators and Clients with your team.

Jump ahead

Create a workspace
Connect social media accounts or upload files
Invite Team Members and Clients (stakeholders)
Create approval workflows
Account settings and beyond

Create a workspace

In Gain, you can manage multiple workspaces under a single account. You can create separate workspaces to organize your projects and social content by client or brand.

Click on +Add Workspace in the Workspaces page.
Follow the prompts to add a name and upload a logo.
Invite people to join your workspace and assign them specific permissions, such as Team Member or Client.

Note: When you invite people to join your workspace, they'll get a welcome email from Gain to set up their password. Clients don't need passwords to log in to Gain and will receive an email when you send them content for approval.

Once your workspace is set up, you can go to the Workspace Settings page (⚙️) anytime to:

add or remove users and edit their permissions
create customized approval processes or configure existing ones
create new folders or modify them
Connect, reconnect, and disconnect social media accounts

After creating a workspace, you'll need to connect social channels to manage and schedule/publish content. You can also upload files and organize them in your workspace's folders.

From your Calendar or Gallery view, open the Workspace Settings by clicking on the gear (⚙️) on the top left of the page, next to the name of your workspace. Then, click on Channels.

Click on the +New social channel button at the top right.
Choose the social network you want to connect.

You'll be directed to the social network's authorization page to allow Gain to publish. Check out this step-by-step guide for more details on connecting social channels.

Tip: If you prefer not to link your social profiles, you can use mockup channels. In a mockup channel, you can create content and send it to approval, but you cannot schedule and publish it. Learn more

Upload files

You can upload most file formats to Gain (such as PDFs, photos, videos, slide presentations, and spreadsheets) and organize them in Folders. You can send files to your stakeholders for approval or add them to social posts.

Drag and drop up files to the Gallery view or to a day in the Calendar view of your workspace. You can upload up to 25 items in bulk. Once your files are processed, you can:

select the folder where you'd like to store your files
add a publish date (optional)
write a description with notes for your team members
add content tags to categorize or filter content in Gain

Note: You can use creative assets from folders to create social posts. Learn more about folders and managing files

Invite Team Members and Clients

Collaboration is at the heart of Gain. Once you've set up your social channels and folders, it's time to invite people and grant them role-specific permissions.

Click on your initials on the top right to open your Personal Settings and select People in Account.

Click + Invite someone new and follow the on-screen instructions to choose their roles (Team Members or Clients) and the workspaces they'll have access to. They will receive an email invite to join your account.

You can come back to this page anytime to change people's permissions or remove them from the account.

These are the key user roles within Gain:

Team Members: This is the role you'll assign to your team's brand or account managers, content creators, and publishers in your content workflow. They're responsible for creating, editing, and managing content, as well as sending it to Clients for approval, scheduling, and publishing social posts.
Clients: Clients are stakeholders who review and approve content but do not participate in content creation or editing. They can be internal or external stakeholders; what matters is the role they play in your content workflow. They can log in to approve content without needing a password via their email notifications.

👉🏼 Here's a detailed guide to all user roles and permissions

Create approval workflows

Approval workflows in Gain are essentially templates you can save and reuse each time you send content for approval. You can create customized approval workflows so that Gain automatically sends your content for approval to the right people at the right time, gathering your clients' feedback and keeping a time-stamped record of change requests and approvals.

You can create approval workflows for every client or type of content, with as many rounds and stakeholders as you need.

To create your first approval workflow, from either Calendar or Gallery view, open the Workspace Settings by clicking on the gear (⚙️) on the top left of the page, next to the name of the workspace. Then, click Approval Workflows.

Click +New approval workflow. Name your workflow and its first round. Team Members can see the workflow name and the people in it, but don't worry, Clients won't see this.
Click Add a person and select the people who need to review and approve the content.

Click + Add another round to add rounds as needed, depending on the layers or steps of approval in your workflow. This is especially helpful for teams who have multiple stakeholders, who can be internal people (for example, Directors and Account Managers) and/or external people (such as Clients and their Legal teams).

When done, click Save.

👉🏼 Here's an in-depth guide to approval workflows.

Send content to Clients for approval

You can send a content item to a Client or stakeholder for approval from the content editor immediately after creating it, or from the Calendar or Gallery views, where you can select more than one item to send them in bulk. Just select the desired items and click To Approval from the top bar on the right.

Then, you will have the choice to select an approval workflow or, if you don't have multiple stakeholders or layers of approval, send the content directly to one or more people in a single round.

Keep in mind:

All the content you send for approval will change from "Draft" status to "Pending Approval." Learn about the life-cycle of a content item
Your Clients will receive an email notification when you send them content for review. The email includes a login link that takes them into their approval queue.

You'll be notified via email and the Notification Center in Gain (🔔 on the top right) when your Client has requested changes. Both the email and the in-app notification will take you to the content item to view the feedback.

When someone requests changes, the content status changes from "Pending Approval to "Revision." When content is in revision status, you can make changes and send content back to the stakeholder who requested it .

👉🏼 Learn all about managing change requests from stakeholders

Gain tracks all the activity in each content item. Under Activity, you can see the full history of the item, including comments from Team Members as well as your Clients. Under Approval, you can monitor the progress of the approval workflow. You'll see the user's name under each round, accompanied by a color that indicates the status:
- Orange if the Client requested changes.
- Yellow when content is pending their approval.
- Green after they've approved.

👉🏼 Learn more about sending content for approval and monitoring progress

Account settings and beyond

Open your Personal Settings (click on your initials or avatar picture in the upper right corner) to access your Account Settings and additional features. You can:

Personalize your account by adding your company logo
Set up white label (replace the Gain logo your company's)
Access billing and payment information (available only to the Account Owner)
Add, remove, or change people's roles and permissions under People in Account
Access your Personal Settings to reset your password, upload a profile picture, and enable Two-Factor Authentication (2FA)

What's next?

As you try Gain during your first 14 days, feel free to reach out to our Customer Success team for a personalized training session. And if you have questions, you can chat with us from the app or email support@gainapp.com. We're here to make your transition to Gain easy and smooth! 👋🏽