How to collect client approvals your whole team can see
By the Usertack Team · June 27, 2026 · 3 min read
Short answer
Keep approvals out of individual inboxes and on shared records the whole team can see. When sign-offs live with the project, anyone can confirm status instantly, hand-offs are clean, and nothing ships without a recorded green light.
The single-inbox problem
When a client's “approved” lands in one person's email, the rest of the team is blind. If that person is away, no one can confirm whether a deliverable is cleared to ship. Approvals belong with the project, not with a person.
Put approvals where the work lives
Keeping sign-offs attached to the project means any teammate can open it and see exactly what's approved and what's still pending. There's no “can you forward me that email?”—the record is already shared.
Make status obvious
- •Approvals sit with the project, visible to the team.
- •Each sign-off shows who approved and when.
- •Pending items are clear, so nothing ships early.
- •Hand-offs between teammates stay clean.
Usertack's Studio plan lets you invite teammates as Creators who share the same projects and see the same approvals. Combined with a standard workflow, your team always knows where every project stands.
Frequently asked questions
How do teams keep track of client approvals?+
By keeping sign-offs attached to the project rather than in one inbox, so any teammate can see what's approved and what's pending at a glance.
Why shouldn't approvals live in email?+
Email hides approvals from the rest of the team and creates single points of failure. Shared, project-attached records keep everyone aligned.
Can teammates share the same projects?+
Yes—on a team plan you invite Creators who share projects and see the same feedback and approvals.
Try Usertack free
Send one review link, collect pinned feedback with no client accounts, and turn every approval into a certified sign-off.