If a rep is out, a FirstTouch Team Admin can review an eligible LinkedIn Approval Task assigned to that rep, regardless of the admin’s seat type. A regular Member with a Sender seat can approve eligible sending tasks only when those tasks are assigned to them. A regular Member with a View-only seat cannot approve a send, even if they are covering the territory. These rules apply when a Flow reaches a step configured to require approval.
Who can cover the rep?
- A Team Admin
- Open Tasks and filter by the absent rep. Check the prospect, sending account and every action included in the approval. One task can contain several actions. Approve only the ones you intend to run.
- A Member with a Sender seat
- Check who owns the task. A Sender seat lets a Member work eligible tasks assigned to them. Being the other rep on the deal does not give them access to a teammate’s approval queue.
- A Member with a View-only seat
- They can complete their own Call or Manual Tasks. If a LinkedIn message needs approval, ask an eligible Team Admin to review the existing task. There is no need to create a second message.
See FirstTouch roles and permissions and how Approval Tasks work.
One prospect, two teammates
Imagine Priya led a webinar. A buyer asked her for the recording, and a FirstTouch Flow prepared a LinkedIn message from Priya. She is away on Friday. Marco, the account manager, offers to cover.
Marco has a Sender seat, but the Approval Task belongs to Priya. He asks Lena, their Team Admin, to look at it. Lena checks who asked for the recording, which LinkedIn profile will send it and the exact message. The approval also includes a sales follow-up the buyer never asked for. Lena can include the recording message and skip the follow-up. If the sender or text is wrong, she can leave the task pending.
What if the buyer has already replied to Priya? Read the conversation before approving another touch. For a manual reply, FirstTouch’s Unibox uses the LinkedIn account configured for that conversation. A Team Admin can reply when the product and account requirements are met, regardless of seat type. A regular Member needs a Sender seat and an eligible account. A View-only Member cannot reply. See how teams handle replies in a shared LinkedIn inbox.
What to leave in the handoff
Copy these four lines into your coverage note before the rep signs off.
- Person and promise. Who is waiting, and what did we say we would send?
- Sender and reviewer. Which profile should the buyer hear from? Who owns the task, and which Team Admin can cover it?
- Decision. Which exact message and grouped actions can go ahead? What would make us hold them?
- Outcome. Who will check the action status and pick up any reply?
Download the reviewer permissions worksheet for comparing tools (PDF).
After approval, open the Social tab in the Outreach Queue. In queue means the action is pending, queued or scheduled. Done means FirstTouch completed the action. A work schedule or an account that needs attention can still delay execution. Completion alone cannot tell you whether the buyer received, read or replied to a message. Open the conversation to check for a reply.
Can the backup review the task from HubSpot?
If your team has connected FirstTouch to HubSpot and added the FirstTouch card to the Contact record layout, an eligible reviewer can open the card to review current Approval Tasks. Otherwise, use Tasks in FirstTouch. To find the later LinkedIn activity on the HubSpot timeline, check the matched contact and whether Engagement Tracking is enabled for that activity. App Events also need the relevant automation and timeline-write permissions. HubSpot contact card setup and activity tracking requirements.
Setting up the review rule itself? Read how to review agent outreach before it sends. To see how coverage would work for your team, bring one real handoff to a FirstTouch demo.
