beehiiv Team Workflow: Writer to Editor to Publish
Running a newsletter with a team is different from solo operation. Content needs to flow smoothly between writers, editors, and publishers without bottlenecks or missed deadlines. Here's how to build an effective workflow for your beehiiv newsletter team.
The 4-Stage Newsletter Workflow
1. Draft (Owner: Writer)
Content is being created. Writer researches, outlines, and produces the initial draft.
- Research topic and gather sources
- Write first draft in beehiiv editor
- Add images and formatting
- Self-review for obvious issues
- Mark ready for editing
2. Edit (Owner: Editor)
Content undergoes editorial review for clarity, accuracy, style, and brand voice.
- Review for grammar and style
- Fact-check key claims
- Ensure brand voice consistency
- Suggest structural improvements
- Request revisions or approve
3. Review (Owner: Lead)
Final review before scheduling. Lead checks strategic alignment and gives final approval.
- Confirm topic fits content strategy
- Review subject line and preview
- Check CTAs and links
- Give final approval
4. Publish (Owner: Publisher)
Content is scheduled or sent. Publisher handles final technical setup and timing.
- Set publish date and time
- Configure audience segments
- Final preview and test send
- Schedule or publish
Team Roles Defined
| Role |
Responsibilities |
| Writer |
Creates initial content drafts, conducts research, responds to editorial feedback |
| Editor |
Reviews drafts for quality, maintains voice consistency, improves clarity |
| Lead/Owner |
Sets content strategy, approves final content, manages publication calendar |
| Publisher |
Handles technical setup, scheduling, audience segmentation, and send |
Managing Handoffs Effectively
- Use explicit status changes: Move content to the next person's queue where they'll see it
- Set clear SLAs: Editor reviews within 24 hours, final approval within 12 hours
- Assign owners, not groups: "The editors will review this" means nobody will
- Keep context with content: Include deadlines, special considerations, related content
Tools That Support Team Workflows
- Planetly: Built for beehiiv with native integration to reference posts, assign team members, and track workflow stages
- Trello or Asana: General tools that can be configured with workflow columns
- beehiiv's built-in features: Team member roles and draft collaboration for simple workflows
Common Workflow Problems and Fixes
- Content stuck in editing: Set maximum review times with escalation
- Writers not addressing feedback: Make feedback specific and actionable
- Last-minute rushes: Build 24-48 hour buffer before publish
- Unclear ownership: Create a RACI chart for each workflow stage
Frequently Asked Questions
How do I set up a team workflow in beehiiv?
beehiiv supports team roles and draft collaboration. For project management, pair beehiiv with Planetly (native integration) or Trello/Asana.
What are the typical stages in a newsletter workflow?
Most teams use four stages: Draft, Edit, Review, and Publish—each with a clear owner.
How do I manage handoffs between writers and editors?
Use explicit status changes, set clear SLAs, assign specific owners, and keep context with content.
Manage your beehiiv team workflow with Planetly →
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