Quick guide for Clients or stakeholders

You've been asked to review content in Gain. This guide shows you how to log in, review what's waiting for you, give feedback and approve. The content can be marketing files such as decks and PDFs, text documents, web pages or social posts.

Jump ahead

Logging in


From your email notification

When content is waiting for your approval, you'll get an email notification like this one. Click the link in the email and you'll be logged in automatically, no password needed.

👀 Note: This secure link will only work once and expires in 24 hours. If it expires before you use it, you can always ask the sender for a new one.



Until you approve the content or request changes, you'll get reminder emails 6, 12, 24, 48 and 72 hours after the first one, so nothing slips past its deadline.

💡 Tip: Download the Gain Desktop app so that your notifications won't be lost among your other emails.

From the Gain website

You can also log in from the Gain website. Just enter your email address and click Send me a link. You'll get an email with a link that logs you in without a password.

If you'd rather use a password, you can create one. Click your initials or avatar at the top right in Gain and open Personal Settings.

Your approval queue


The link in your email takes you to your approval queue. It lists everything waiting for your approval, whether that's a campaign deck, a text doc, a landing page or next week's social posts. Each item shows a preview of the content, with its key details beside it:

  • Files, text docs and web pages (Embed): content type, folder and publish date.
  • Social posts: social account, channel type, post type and publish date.

Below the details, you'll see the item's activity, such as who sent it to you for approval and when.

For files, text docs and social posts, you can click Approve or Request Changes straight from the queue.


Your queue only shows items that are waiting for your approval right now. Many teams approve content in rounds, for example brand first and then legal. An item leaves your queue once you've approved it, even if it's still waiting for someone in a later round. It also won't appear until it reaches your round.


Viewing an item in full

  • Files and text docs: the preview in your queue shows only part of a large file or document. Click View details to see the whole thing. You can approve or request changes from there too.

  • Web pages (Embed): Click on Click to view to open the page. You can scroll through it just as you would on the live site, and approve or request changes from there. Embed pages don't have their own Approve or Request Changes buttons in the queue, but you can include them when you select several items at once (see below). There's also a link to the original web page if you want to open it outside Gain, but you can only approve or request changes while viewing it in Gain.

  • Social posts: you can review everything from your queue. The preview shows the post the way it will look on the social network. Play a video, expand the caption or scroll through a carousel right there. If the post has alt text or tagged accounts, click the icons on the image to see the alt text, the tags and, for Instagram, any collaborators and the grid view.

Requesting changes


On a single item

In your approval queue, click Request Changes on the item you want to give feedback on. The item opens with a field where you can write your comments. For files, you can also add annotations (see Annotating files below). For web pages added with Embed, open the page with Click to view first, then request changes from there.

On several items at once

To select individual items, check the box in the top left corner of each preview. You can select any type of content, including web pages added with Embed.

To select everything in your queue, check the All box in the top left corner of the queue.

When you've selected more than one item, click Request Changes in the top right corner of your queue. Enter your feedback in the field that opens. It's attached to every selected item and sent to the person who created the content.

Annotating files


When you review a file, such as a PDF, presentation, image or spreadsheet, you can add annotations directly on it. Your feedback then points to exactly the right spot. Annotations are only available on files, not on web pages added with Embed.


Click Request Changes, and you'll see the Add Annotations button below the comment field. Click it, then drag your mouse or pointer over the area of the file you want to comment on.

You can add as many annotations as you need on a single file. Click the plus sign below the comment field to add another.

Approving


A single item

In your approval queue, click Approve to approve right away, or click the down arrow and choose Approve with a comment. For web pages added with Embed, open the page with Click to view first, then approve from there.

A field opens where you can add a comment. It's sent along with your approval to the person who sent you the content.

Several items at once

Select individual items by checking the box in the top left corner of each preview, or select everything by checking the All box in the top left corner of the queue.

Click Approve in the top right corner of the page, or scroll to the bottom and click Approve All on Page.

Viewing the content calendar


In your approval queue, click Go to workspace in the top left corner and select your workspace. If you've been invited to more than one workspace, choose the one you want to see.

What your calendar shows

Your calendar shows content that has a publish date: what's waiting for your approval, what you've approved and what's scheduled, plus social posts that are already live.

Content without a publish date doesn't appear on the calendar. That's often the case for files, text docs and web pages. If you can't find something, check your approval queue, or ask the person who sent it to you to add a publish date.


Monthly view

The calendar opens in monthly view.

Weekly view

For a closer look, switch to weekly view using the selector at the top left, just above the calendar.

Filtering your calendar

Filters let you choose what to see. For example, you can show only one social network, one post type such as Reels or Stories, or only the content scheduled for next month.


Click the filter icon at the top left of the calendar to open the filter panel.

Open the filter you want and make your choice. In this example, we want to see only Pinterest posts. Then click Apply at the bottom of the panel.

Your calendar refreshes to show the results, and the filter stays on as you move between weeks or months. To clear it, click Reset Filters at the bottom of the filter panel.

Viewing Instagram posts on the Grid


When you review Instagram posts, you can see how they'll look on the account's profile grid. Click View in Grid on a post to see it there.

On the Grid, you can see posts that are:

  • waiting for your approval
  • already approved
  • scheduled
  • live on Instagram

Connecting social media accounts


If the Account Owner has given you permission, you can also connect social media accounts to Gain. You'll get an email invitation like this one:

Click Connect a social account in the email to get started. You can also connect a social account from your calendar in Gain: click the gear (⚙️) to open Workspace settings.

Then click + New social channel and follow the prompts.

⚠️ Before you connect a social channel:

  • Make sure you're the owner of the account, or have the right admin permissions, on each social network.
  • Make sure you're logged in to the social network with the correct account, so you don't publish to the wrong profile by mistake.

Connecting Instagram accounts

  • You can connect both Personal and Business Instagram accounts to Gain, but only Business accounts can publish directly from Gain to Instagram, among other advantages. If you have a Personal account, we recommend switching it to a Business account in Instagram first, then connecting it to Gain.
  • Your Instagram account must also be linked to a Facebook Page, and you need full access to manage both in Meta Business Suite.

Connecting LinkedIn profiles

  • You must be a Super admin of the LinkedIn Page you want to connect.

Connecting Google Business Profiles


Reconnecting your social channels

Sometimes a social account in Gain needs to be reconnected, for example when the social network's access expires, a password changes, or the network updates its policies. To reconnect, click the gear (⚙️) to open Workspace settings, then click Reconnect.

Disconnecting your social channels

There are two ways to disconnect a social channel from Gain:

  1. Ask the Account Owner or an Admin of your Gain account to disconnect it from their Gain settings.
  2. Remove Gain's permission in the settings of each social network.

If have questions or need help, contact support@gainapp.com


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