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Glossary: stages, internal content and roles

What each term means in Aproova: stage, internal and private, and the roles in the workspace and in a review.

Who this is forOwnersAdministratorsMembersCreative teamClients and reviewers

Reviewed on November 14, 2026

Quick task overview

Start with these steps. If the task has more steps, they appear right below.

  1. Step 1

    Stage: each review round inside a review's workflow, with participants and a completion rule. Some screens call it a phase; it is the same thing.

  2. Step 2

    Project: the folder that groups reviews. App filters also show it as a folder.

  3. Step 3

    Internal: what only the workspace team can see. An internal version is hidden from the client until it is released. An internal stage only accepts decisions from team members.

Step by step

  1. 4Internal comment: a comment visible only to the team. Plans list it as private comments; it is the same feature. The text of internal comments is never sent to webhooks, WhatsApp or emails for people who cannot see it.
  2. 5Workspace roles: Owner (created the workspace; cannot be removed or have the role changed), Admin and Member use plan seats. Reviewer is the most restricted workspace role: it only sees what was shared and does not use a seat.
  3. 6Stage roles: Client approver comments and decides in external stages; Internal approver comments and decides, including internal stages; Commenter comments without approving or rejecting. These roles apply per stage and do not change the person's workspace role.
  4. 7External reviewer or guest: someone outside the workspace who opens the review from its link, with name and email, without an account. External reviewers are unlimited on every plan.

What should happen

You use the same names as the app with your team, your client and support.

Common problems

    Related articles

    Reviewer, approver, and commenter: what is the difference?Understand the difference between workspace access and responsibility within a stage.Open articleHow to review internally before sharing with a clientWork with your team without giving clients or guests access or triggering webhooks too early.Open articleHow to change or remove permissionsUpdate a person's role or safely remove their access.Open article
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