Email Sending Approval

Navigation: Main_Page > ActiveCampaign Release Notes > 2025 Release Notes > Email Sending Approval

ActiveCampaign HQ Email Sending Approval

Introduction

The Email Sending Approval feature, introduced in ActiveCampaign HQ (ACHQ) as part of the 2025 Release Notes, provides a powerful framework for franchisors to maintain brand consistency, compliance, and quality across all franchisee marketing communications. Designed specifically with franchise and multi-location businesses in mind, this feature introduces a structured approval workflow that allows headquarters to oversee and approve outbound email campaigns created by local branches before they are sent.

With customizable enforcement policies, intuitive review interfaces, and integrated tracking tools, Email Sending Approval offers central control over brand messaging without limiting the flexibility of individual franchise teams. This article provides an in-depth overview of how to use and get the most out of this feature.

How to Access Email Sending Approval

To enable or configure the Email Sending Approval feature, users must be on the ACHQ platform. This feature is available to ActiveCampaign customers across all plan types: Starter, Plus, Pro, and Enterprise.

You can access Email Sending Approval through the ACHQ dashboard:

1. Log in to your ActiveCampaign HQ dashboard.
2. In the top navigation menu, click on Settings.
3. Locate the section labeled Email Sending Approval to begin configuration.

No additional upgrades or installation steps are needed to start using this feature.

Step-by-Step Instructions

Step 1: Access Email Sending Approval Dashboard

From the ACHQ interface:

1. Click on Settings in the main navigation.
2. Navigate to the Email Sending Approval section.
3. Here, franchisors (admins) will see an overview of submitted, pending, approved, and rejected campaigns.

Step 2: Define Approval Enforcement Settings

Set approval rules that apply to campaigns created by franchisees:

• Use Account-Wide Enforcement to require campaign approval across all locations.
• Choose Label-Based Enforcement to apply rules based on custom business labels or classifications (e.g., region, department).
• Opt for Selective Enforcement to enable approval only for certain users or business units.

Admins can define and modify enforcement rules depending on their operational structure.

Step 3: Review Submitted Campaigns

Franchisees create and submit email campaigns for approval. Admins will:

1. Receive a notification alerting them of a new campaign submission.
2. Access the campaign through the Campaign Review Interface.
3. Use the intuitive layout to evaluate content, branding, targeting, and send parameters.

Admins have options to:

• Click Approve to allow the campaign to be sent.
• Click Request Edits to send feedback.
• Click Reject to disallow the campaign from being sent.

Step 4: Monitor Campaign Status

The built-in notification system and campaign status tracking tools allow all stakeholders to remain informed. Campaigns will appear with statuses like:

• Pending Approval
• Approved
• Rejected
• Awaiting Edits

Franchisees receive notifications when their campaign has been reviewed, enabling them to take further action or revise as needed.

Configuration Options and Settings

The flexibility of the Email Sending Approval feature stems from several configurable options:

• Approval Enforcement Rules: Choose between account-wide, label-based, or selective enforcement models.
• Campaign Review Interface: A centralized page where administrators view key campaign details and make decisions.
• Notification System: Automatically informs franchisors and franchisees of submission status updates, approvals, or required edits.
• Status Tracking: Track every email campaign from submission to approval, increasing transparency.

These settings are accessible and manageable directly from the ACHQ settings panel to make configuration intuitive and efficient.

Best Practices and Tips

To ensure optimal use of the Email Sending Approval feature, consider the following best practices:

• **Establish Clear Review Guidelines**: Define and document what franchisees should include in their campaigns for faster approvals.
• **Use Label-Based Enforcement Strategically**: Apply different rules to different regions or departments to support localized marketing without sacrificing control.
• **Leverage Notifications for Workflow Efficiency**: Encourage users to monitor notifications to avoid delays in campaign timelines.
• **Regularly Review Approval Policies**: Periodic review of approval settings ensures that enforcement rules remain aligned with business growth and franchise needs.
• **Train Both Admins and Franchisees**: Providing short tutorials or onboarding materials can dramatically improve the frequency of first-pass approval successes.

Common Use Cases with Examples

Franchised Retail Business

A retail chain with 300 individual locations enables Account-Wide Enforcement to require that all email campaigns — whether a limited-time promotional coupon or a location-specific event invite — are aligned with national brand guidelines before being sent.

Multi-Region Franchise Network

A health and wellness franchise uses Label-Based Enforcement to allow regional directors to approve campaigns created within their jurisdiction, enabling faster approvals while maintaining oversight.

National Compliance Requirements

A financial services franchise must comply with specific legal guidelines. By mandating franchisee campaigns go through HQ for approval, the legal team ensures messages are compliant with state-level laws.

Troubleshooting

While the Email Sending Approval feature is designed to be seamless, you may encounter the following:

Campaign Not Visible for Review

Ensure that the franchisee has clicked Submit for Review within the campaign builder. Drafts will not appear in the review dashboard until formally submitted.

Notifications Not Received

Check that your account email preferences are not disabling system notifications. Also verify that your email provider has not marked notification emails as spam.

Approval Button Not Responding

This may be a browser caching issue. Clear your browser cache or try accessing from another browser to resolve interface issues.

Edits Requested But Not Received

Ensure that franchisees are checking the campaign dashboard for feedback, which may be embedded rather than sent via email alone.

Related Features

See also the related article on ACHQ Email Sending Approval for a more detailed look at usage within different organizational models.

FAQ

What plans is Email Sending Approval available on?

Email Sending Approval is available to customers on all ActiveCampaign HQ plans: Starter, Plus, Pro, and Enterprise.

Can I disable Email Sending Approval for some users?

Yes. Using Selective Enforcement, you can choose which users, teams, or business units require approval, allowing flexibility in how the feature is applied.

Are franchisees notified when their campaigns are approved or rejected?

Yes. The integrated Notification System ensures that both feedback and decision status are relayed directly to the franchisee.

Does this affect all marketing channels or just email?

Currently, Email Sending Approval only applies to outbound email campaigns submitted through the ACHQ platform.

Can I limit who can approve campaigns?

Yes. Only designated ACHQ administrators have access to the Campaign Review Interface and can approve or reject submissions.

Can multiple admins review campaigns?

Yes. All designated ACHQ admins will have access to submitted campaigns and can perform reviews, ensuring that bottlenecks are minimized.

What happens if a campaign is rejected?

Franchisees can revise the rejected campaign based on the feedback and resubmit it through the system for approval.

Conclusion

The Email Sending Approval feature marks a significant upgrade for franchises and enterprise marketing teams using ActiveCampaign HQ. By giving franchisors structured control over outbound communications while maintaining the autonomy of franchisees, this feature balances brand consistency with operational flexibility.

To learn more or for further setup guidance, refer to the ACHQ Email Sending Approval article or access the feature under your ACHQ dashboard via the Settings menu.

For complete product updates, visit the ActiveCampaign Release Notes or explore more innovations in 2025 Release Notes.