Working with hundreds of posts per day can be overwhelming, especially when you want to search for a specific post. This is why learning how to organize content for each brand is important if you want to speed up your workflow.

The Content Calendar allows you to view all planned content for a single month at a glance,  the List View allows you to see all content organized in columns. We will go over each view and how you can use tags, filters, and labels to organize your List and Calendar views. 

Group posts by status, date, formats, and channels 

Filters can help in a number of ways: 

  • They reduce loading times, pulling up just specific content you need. 
  • They help prioritize which posts require your attention first so you can get them done quickly. 
  • When exporting content as PDFs or CSV files, you can filter the content that's relevant to your team or approvers and not the entire calendar.  

In the example below, the filters are set to pull up just post formats Photo, Status, and File in every status expect pending approval for Facebook and Instagram

This filter will display only those posts you filtered by in both the Calendar and List views. Filters will remain on as you toggle between views or even if you log out of Gain and come back so, make sure to Reset to Default any filters once you are done using them. 

In the List View, the additional option to filter by Publish Date is displayed because you're not inside a calendar where posts are already shown in their respective publishing dates. Any drafts without publish dates will also show up in the list view, click Undated to display them. 

A few tips on how to best take advantage of the filters:

  • Whenever there's content pending approval that is near its publish date, you can search by Pending Approval status and filter by the Publishing date range. Select all the posts at once and Renotify Approvers. 
  • You can also choose to override your approver and schedule content if they haven’t responded in time and the publish date is getting closer. 
  • Notify your team and clients when you’re done working on a post that was in the Requires Revision stage, add a comment and on the same page send them back for approval.
  • Filter specific content to export data for stakeholders or clients. 
  • In the List View, see in which round of approval posts are in or modify the publish date for specific content by hovering their respective fields. See below.

Create tags to group or identify specific content

Tags are a great way to keep your calendar organized and efficient. They can also be exported along with your posts to show approvers. An advantage of organizing content with tags is that later on, you can filter content by tags as well.

To add a new tag, select all of the posts that you want to tag. 

  1. Go to the three dots and select Tag.


    2. Type the name of your new tag and click Done

Your new tag will now show under Gain Content Tags in each post you tag with it. 

Manage Content tags

Once tags are added to content, you can edit them or remove them from specific posts. In the Content Tags section under People, Workflow, Settings you can remove, edit tag names, or see how many time the tag has been used. 

To remove tags from a specific piece of content, simply select the post as you would to add a new tag. Then, click the (x) on the tag to remove it. 

Filter by tags

In the List View, you can filter by tags by hovering over the tag. Clicking the tag will display every post labeled with that tag.

You can also filter by several tags by selecting ANY or ALL tags from the Filter options before you apply them. 

Use Calendar Labels to remember important dates

Calendar labels are a great way to add and remember important dates, campaigns, holidays, or topics in each of your brands' calendars. Your team and approving clients can quickly view all labels at a glance across all calendar views, so you can keep them up to date with your content planning efforts. 

Labels can span multiple days or weeks and can be color-coded.  

Hover over the day and select the label icon or select the larger label icon underneath the menu buttons to get started.  

Calendar Label Details

Name your calendar label, define the date range, choose a color to code, and include a description (optional).  

  • Dates: This is the day or date range that you want the label to appear on the calendar
  • Color: You can differentiate your labels with colors to work at a glance
  • Description: Adding more details to your labels helps others to better understand what the label means. Users can see the details of a label by just hovering over it.

Now that you know how easy it is to create calendar labels, check out this blog post with a few tips on productive ways to start using them to track dates, events, and promotions.

What’s Next?

After organizing content in your brands, you might want to share specific content with your team or clients that are not using Gain or just keep a record of it. Learn how to export data into neat PDF files or CSVs.

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