How to Manage Your Clients on MagicPost?

MagicPost's Agency plan lets you run all your clients' LinkedIn content from a single workspace, without juggling separate tools or logging into separate accounts. This guide walks through the full workflow: adding clients, connecting their LinkedIn safely, creating and approving content, staying in the loop, and reporting under your own brand.

If you manage LinkedIn for several people, the hard part is rarely the writing. It is the setup, the approvals, and the reporting around it. This guide covers each of those in turn.

Managing seats and team members

Your dashboard shows your agency name and how many seats you currently have in use out of your total, for example, 4 out of 10.

A seat simply equates to a LinkedIn connection, so at a glance you know exactly how much room you have to keep onboarding clients.

To add a seat, use the Add an account button. You have two options:

• Invitation link: enter your client's or team members email. They receive an invite, create their account, and you're notified once it's done. They'll then appear in your dashboard.

  • Important to note that this gives this person access to their own MagicPost account with all its features.

• Quick Add link: share a link and your client connects their LinkedIn on their own time, without you ever handling their credentials. You're notified as soon as it's connected.

  • This is ideal for clients that don't need to see the MagicPost interface.

If you're onboarding a ghostwriter or teammate rather than a client, toggle on the Administrator option. This lets them move between accounts and write content across several of your clients.

You can also toggle Assigned seat off for that person if they don't need their own LinkedIn connection, so you're not billed for a seat they don't use.

Need more room, or want to free some up? The Manage Seats button lets you purchase or remove seats at any time.

Switching between clients

All your clients are accessible from the top-left menu. Switch between accounts instantly to manage their content, schedule posts, and handle engagement without losing your flow. One dashboard shows what is going out across every client, so you can see the whole roster at a glance.

Getting client approval before publishing

This is the core of agency work: nothing should go live without the client's sign-off.

MagicPost handles this with validation mode, which you can turn on per client.

Turn on validation mode

Enable validation mode in the client's settings. By default, organizations of type Agency have it enabled for each new client. Once it is on, posts get a colour code in the calendar, and a Share button appears on their dedicated calendar.

Pick the right access level

Before you share a link, you decide what the client is allowed to do. There are three levels:

• Simple: the client can only view, with no approval and no discussion. Best for showing the plan without involving them in review.

• Validation: the client can view, approve or hold posts, and discuss them. This is the most common case, where the client gives the green light and feedback.

• Edition: everything in Validation, plus editing the post text directly, changing the post date, changing the media, and even canceling a post. Best for a very autonomous client, or a teammate co-writing with you.

What your client experiences

Your client clicks the link and lands straight on your calendar, with no account to create and no password.

Depending on the access level, they can open a post, validate it in one click or leave it pending, comment to tell you what is off, and (with Edition) tweak the text, posting date, and media directly. The shared calendar works on mobile, so they can review and approve from their phone.

A post's life cycle

Every post moves through three statuses, easy to read at a glance by colour:

1. To validate (grey): scheduled but not yet approved. It will not publish while it sits here.

2. Validated (green): the client signed off. It goes out on its own at the scheduled time.

3. Published (blue): it is live on LinkedIn.

The safeguard is simple: a post that is not validated never goes out. You cannot accidentally publish something without sign-off.

Discussing posts with your client

Approval is rarely a clean yes or no. The client wants to say "great, but change the hook" or "can we push this to Thursday?". Under each shared post, there is a discussion and comments thread, so that conversation stays attached to the post instead of scattered across emails.

• The client writes remarks directly on the post.

• You reply from inside MagicPost.

When the client leaves a new message, the post shows an unread indicator so you can spot what needs your attention.

Staying in the loop: notifications and reminders

You should never have to refresh the calendar to know what is happening. Notifications are set up once, from the Share calendar dialog, and split into two groups.

• Internals (your team: owner, admins) are notified when a post is validated or gets a new message in its discussion.

• Externals (the client side) are notified when a post is scheduled and needs validation, or gets a new message. Externals only ever see what concerns them, and their emails go out under your brand, not MagicPost's.

If your team lives in Slack, you can add a Slack channel as an internal recipient and get the same internal events there. It is optional, alongside the in-app bell and email.

Reminders prevent a missed publication: when a post is still waiting for validation as its scheduled time approaches, MagicPost nudges the approver beforehand (a manager if the member has one, otherwise the account owner), so there is time to act.

Downloading white-label reports

Once a client is active, you can pull their performance at any time.

1. Go to the client's Reports section.

2. Customize the report with your branding or your client's colours.

3. Download and send, or export to CSV.

Reports include impressions, followers gained, best-performing posts, and more, so a monthly client update takes minutes instead of an afternoon of manual screenshots.

FAQ

Does my client need to pay or create an account?

No. They open the share link and that is it. No account, no password, no MagicPost subscription on their side.

Can I revoke a client's access?

Yes, at any time. You disable the link in question and the others stay valid. You can also set an expiry date on a link for a one-off campaign.

Can my client change my posts without me wanting it?

Only if you give them the Edition level. With Validation, they can approve and comment, but not touch the text.

What happens if a post is not validated in time?

It does not go out. The reminder is there to prevent that, by nudging the approver one hour before the scheduled time.

Will my client see MagicPost branding?

No. The shared calendar and the notification emails go out under your name and brand (white label).

Do I have to use Slack?

No. Slack is optional. The in-app bell and email notifications work on their own.

Need help?

Reach out via the in-app chat, or book a 30-minute onboarding call to get your agency workspace configured: https://cal.com/magicpost-team/contact-sales-team