Ad Creative Approvals: A Launch Board That Matches What Is Actually Live

The agency's launch sheet, the live account and the board rarely agree

A launch wave starts with a sheet from the agency: every creative ID, the campaign and ad set it belongs to, its region, its caption and its approval state. By launch day, the live Meta Ads account and the Instagram posts have moved on from that sheet. An ad set was rebuilt under another campaign, a caption was edited after brand approved it, an asset link points to a file that never arrived.

The desk tracks every creative on a Miro launch board, and the approval policy, the legal hold list and the window allocation rules sit in Google Drive. Holds are released by email, budget cuts arrive as a memo from finance, and brand approvals come in late. Each one changes some creatives' status, and checking only the creatives a message names leaves the rest of the board quietly wrong.

Who works in the room

Each launch wave gets its own Kylon room. Fin is the default agent, so a request to check a line goes to it without a mention, and it reads Meta Ads and Instagram on a lasting grant the paid social lead approved for the room. Anything about a final status or a launch window goes to Ryan, which owns the board writes. When a hold is released or an approval lands, Ryan finishes the recheck and mentions Myco in the same thread with the creative IDs and their new statuses, so the replies to legal and creative say exactly what changed.

A launch wave, stage by stage

The order matters. The audit corrects the board first, so every later decision runs on corrected data, and every stage waits for the desk lead before the board changes.

Holds, cuts and late approvals mid-wave

Mid-wave changes rarely touch only the creatives they mention. A budget cut on two campaigns lowers the daily cap for every creative in them, including ones already live, so Ryan rechecks the whole campaign and proposes a held status for any creative the new cap no longer covers. A late brand approval moves five creatives toward publish, and each of those needs a window, which may push another creative into a schedule conflict.

Each recheck runs against the full policy, not just the rule that changed. A creative whose legal hold is released may still be missing its disclosure, and a creative whose asset turns up may still be in the wrong region. Ryan writes the reason on the board card and the thread keeps the before and after, so the desk lead approves from a short list instead of a rebuilt board.

What the checks catch

• A board field that is wrong even though the agency's sheet did not flag it, such as an ad set filed under the wrong campaign
• An already published creative in a campaign whose budget was cut, which needs its status rechecked
• A caption edited on Instagram after approval that dropped the paid partnership disclosure
• A creative newly cleared to publish by a late approval that still has no launch window
• A regional close-out note whose counts do not match the board, or whose wording strays from the agreed format

What stays with people

• Approving every board fix, final status and launch window before it is written
• Releasing a legal hold or issuing a brand approval
• Sending replies to legal and creative, which Myco prepares as drafts in Gmail
• Any change to a live campaign or ad set, which stays with the paid social team

Integrations in this workflow

Kylon is not an ad manager or a creative approval tool, and it does not replace either. It sits across the accounts and boards the desk already uses, and the coordination between them happens in the room.

• Gmail
• Google Drive
• Instagram
• Meta Ads
• Miro
• Slack

• Meta Ads shows the live campaigns, ad sets, daily caps and which campaign each ad set belongs to
• Instagram shows the live media and the captions each creative actually runs with
• Miro holds the launch board, with a card per creative carrying its final status and window
• Google Drive keeps the agency's launch sheet, the approval policy, the legal hold list, the allocation rules and the memos
• Gmail carries the threads with legal and creative, and each reply is a draft a person sends
• Slack is where the agency and finance post quick changes before a memo lands

Where to start

Run one wave in one region first. Connect the Meta Ads account and the Instagram profile through a lasting grant for the room, share the Miro launch board, and add one line to the room guidelines: agents audit and propose, every board write waits for the desk lead, and nothing in the live ad account is changed from the room.

“The sheet says what the agency planned. The board has to say what is actually live, and every change gets checked against all of it.”

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.