Content calendar
Every client's posts on one calendar with platform, format, status and a client-only view to share.
Social media manager software: approvals & planning
Social media managers: posts approved without the chase. Post more, chase less.
Approvals chased over WhatsApp, the same photos requested three times and monthly reports pieced together from screenshots at 10pm. We build content calendars, approval portals, asset requests, reporting and retainer billing for social media managers that make clients easy to work with. Then we host it all and look after it.
Looking for social media content approval software that clients will actually use?
Running socials for other businesses means running a dozen tiny content agencies at once. Every client has their own calendar, their own brand rules, their own idea of what approved means and their own favourite way to ignore you. The plan sits in a spreadsheet, captions go back and forth in email, photos arrive by text and the report gets built by hand from five different insights screens.
Wollopit builds custom systems for freelance and agency social media managers around how you already work. Clients get one tidy portal to see the calendar, approve or comment on each post and drop in their photos. You get package limits that track themselves, reports that build themselves and retainers that bill on time. We connect the scheduler and tools you like, then host and maintain the lot so you can get back to making good content.
01The problems
What we hear from social media managers
Does your social media management business have these problems? Here's how we'd fix them.
Most social media managers we talk to are great at content and drowning in the bits around it. The posting is easy. It's the chasing that eats the week.
- The problemApprovals chased for daysYou send the month's posts as a PDF, then chase on email, WhatsApp and Instagram DMs. Feedback finally arrives as a voice memo on the day it's meant to go live.How we fix itOne approval link per month. Clients approve or comment on each post and reminders go out on their own. If you agree it up front, posts can auto-approve after a deadline.
- The problemToo many cooks on the client sideThe owner approves it, the marketing manager changes the caption and the owner's partner hates the photo. Now you're redoing it twice.How we fix itSet who signs off for each client. Everyone can comment but only the approver can approve, with every change logged against the post.
- The problemThe same photo request, againYou ask for team photos, product shots and the new menu every month. They arrive blurry, by text, with no context.How we fix itAsset request links with a checklist of exactly what you need. Uploads land in the right client folder in Google Drive or Dropbox, tagged and ready.
- The problemCalendars all over the placeOne client in Google Sheets, one in Notion, one in Trello and the real plan in your head.How we fix itOne content calendar across every client, with a client-facing view of just their posts. Drag a post to a new day and everyone sees it.
- The problemReports built from screenshotsEnd of month means logging in to Meta Business Suite, LinkedIn and TikTok, grabbing numbers and pasting them into Canva for hours.How we fix itMonthly reports that pull the numbers for you and drop them into your branded template. Add your commentary and send.
- The problemJust one more postA quick extra story here, a last-minute reel there. By the end of the month you've done 30% more than the package and billed none of it.How we fix itPackage limits tracked per client. When they go over, extras are flagged, quoted and added to the next invoice.
- The problemRetainers billed by handFirst of the month you're making invoices in Xero, then chasing the two clients who always pay late.How we fix itRecurring retainer invoices that send themselves, card payments by Stripe and polite overdue reminders you don't have to write.
- The problemOnboarding is a mess of loginsBrand guidelines in an old email, passwords sent by text and nobody's added you to Meta Business Manager yet.How we fix itA client onboarding form that collects brand details, tone, goals and an access checklist so you know exactly what's still missing.
- The problem"Can you post this today?"Urgent requests arrive by text on a Saturday with a photo and the word 'asap'.How we fix itA content request form with turnaround times and an optional rush fee. Requests land in your queue, not your weekend.
- The problemWho's doing whatYour designer, video editor and caption writer are all contractors and nobody knows which posts are waiting on whom.How we fix itA production board per post: brief, design, edit, caption, approval, scheduled. Contractors see their jobs and nothing else.
- The problemShoot days by back and forthBooking a content shoot takes a dozen messages, then the client forgets what you needed on the day.How we fix itBookable shoot days with a shot list the client sees ahead of time, plus reminders so the products and people are ready.
02What we build
Solutions
What we build for social media managers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Approval portal
Clients approve or comment on each post, with reminders, deadlines and an optional auto-approve.
Asset request links
Checklists of the photos and videos you need, uploading straight into the right Google Drive or Dropbox folder.
Brand kit library
Logos, colours, fonts, tone notes, hashtags and do-not-post rules for every client in one place.
Client onboarding
Intake forms, goals, competitors, brand details and an access checklist for Meta, LinkedIn, TikTok and Google.
Automated monthly reports
Reach, engagement, follower growth and top posts pulled in and dropped into your own branded template.
Package & scope tracker
Posts, reels and stories per package counted as you go, with extras flagged and quoted.
Retainer billing
Recurring invoices in Xero, card payments by Stripe and overdue reminders that send themselves.
Content request form
Clients submit ideas and urgent posts with turnaround times and optional rush fees.
Production board
Brief to scheduled for every post, with designers, editors and writers assigned to their bits.
Shoot bookings & shot lists
Clients book content days, see the shot list ahead and get reminders before you arrive.
Caption & hashtag bank
Saved captions, hashtag sets and evergreen posts for each client, ready to reuse.
Client portal
One login for clients to see their calendar, approvals, uploads, reports and invoices.
A website that wins clients
Hand-built, quick on mobile, with packages, a portfolio and an enquiry form that books discovery calls.
03The systems
The big ones
Every client, on one system.
These are the systems social media managers ask us about most. Each one works on its own and they get properly clever when they're joined up.
Content approvals
Send one link. Get the month approved.
Clients open a clean preview of each post as it'll look on the feed, then approve it or leave a comment right on it. Reminders go out on their own and you see at a glance which posts are still waiting.
- Feed-style previews for each platform
- Approve or comment on each post
- Named approvers per client
- Automatic reminders before deadlines
- Optional auto-approve after a set date
- Version history on captions and images
- Comments kept with the post, not in email
- Approved posts pushed to your scheduler
- Works on any phone with no login hassle
- Your branding, not ours
Content calendar & production
The whole month, every client, one screen.
Plan posts across every client and platform on one calendar, then move each one from brief to scheduled on a production board. Contractors see their jobs and clients see only their own posts.
- One calendar across all clients
- Client-only shareable views
- Instagram, Facebook, TikTok, LinkedIn and Google
- Drag and drop to reschedule
- Brief, design, edit, caption, approve
- Contractor logins with their jobs only
- Due dates and overdue flags
- Campaigns, launches and key dates
- Caption and hashtag bank
Assets & onboarding
Photos that turn up before you need them.
Asset request links tell clients exactly what to send and file it in the right place. New clients go through one onboarding form so brand rules, logins and access are sorted before the first post.
- Asset checklists per request
- Uploads to Google Drive or Dropbox
- Files tagged by client and month
- Reminders for missing assets
- Brand kit library per client
- Onboarding forms and goals
- Platform access checklist
- Shoot bookings and shot lists
Automated reporting
Monthly reports, minus the screenshots.
Numbers pull in from the platforms through their official connections and land in your branded report template. You add a few lines on what worked and what's next, then send it.
- Reach, engagement and follower growth
- Top posts with thumbnails
- Month on month comparisons
- Your branded template
- Space for your commentary
- Scheduled send to each client
- Shared in the client portal
- Website clicks and enquiries
Packages & billing
Every extra post, actually billed.
Each client's package is tracked as you work, so you know when they're over before they do. Retainers invoice themselves and extras roll onto the next bill without you thinking about it.
- Package limits per client
- Posts, reels and stories counted
- Extras flagged and quoted
- Rush fees from the request form
- Recurring invoices in Xero
- Card payments by Stripe
- Overdue reminders
- Profit per client at a glance
04How it changes
Before and after
A month of content, wolloped.
Here's how one client's month could change. Every social media business runs a bit differently, so we map yours first.
Before
- Email a PDF of the month's posts
- Chase approval on WhatsApp for a week
- Ask for the same photos again
- Do two extra reels and bill neither
- Screenshot five insights screens for the report
- Make the retainer invoice by hand
After
- Send one approval link
- Reminders chase for you and posts get approved
- Asset checklist uploads to the right folder
- Extras flagged and added to the invoice
- Report builds itself in your template
- Retainer invoice sends on the first
05Services
Everything under one roof
Software, websites and systems for social media managers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for social media managers
Built around how your social media management business actually runs: content calendar, approval portal and the admin in between, in one system you own.
Websites for social media managers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Social media management business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for social media managers
Asset request links and brand kit library: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Meta Business Suite, Instagram and Facebook so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your social media management business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the scheduler and tools you rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Meta Business Suite
- TikTok
- Google Business Profile
- Later
- Buffer
- Hootsuite
- Planable
- Metricool
- Canva
- Adobe Creative Cloud
- Google Drive
- Dropbox
- Frame.io
- Xero
- Stripe
- Calendly
- Mailchimp
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your social media management business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with you through a real month of planning, approvals, asset chasing and reporting, then work out where the hours actually go.
- 02
Archi-tech
We plan it before writing code: your clients, packages, platforms, approval rules, contractors, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the approval portal first, so you get a win before next month's content goes out.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things social media managers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients comment on individual posts?
Yes. Clients can approve or comment on each post so feedback stays with the post, not scattered through email and messages.
Will clients need to learn a new app?
No. They get a link that opens on their phone, shows posts the way they'll look on the feed and has two buttons. Most clients find it easier than replying to an email.
Can approved posts go straight to my scheduler?
Usually, yes. We can connect to the scheduler you use or publish through the platforms' official connections where they allow it.
Can my reports pull numbers automatically?
Yes, for platforms that offer official reporting connections like Meta, LinkedIn and TikTok. The numbers drop into your own branded template and you add the commentary.
Can contractors use it without seeing my clients' billing?
Yes. Designers, editors and writers get their own logins and only see the jobs assigned to them.
I already use Later or Planable. Do I have to switch?
No. If a tool is doing its job we build around it and fill the gaps, like asset requests, package tracking, reports or billing. If it's holding you back we'll show you what replacing it involves first.
How much does it cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller pieces like an approval portal or asset requests can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most social media managers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a social media management business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.