The restaurant owner or a named manager should give final approval before an agency publishes a new website image. That person does not have to check everything alone. Assign a rights reviewer to confirm the restaurant can use the image and an accuracy reviewer to check what it shows. The agency prepares the file and shows how it will appear.
Keep one person accountable for the final yes or no, even if several people contribute. Without that decision, an agency may receive conflicting comments from the kitchen, marketing and management. A short workflow sheet gives everyone the same file, placement and deadline to review.
Assign rights and accuracy reviewers
Start by naming four roles: the submitter, the rights reviewer, the accuracy reviewer and the final approver. At a small restaurant, the owner may hold more than one role. At a larger operation, a marketing manager may coordinate while the chef or location manager checks the details.
The submitter gives the agency the image and identifies its source. That might be a photographer, an employee, a customer or an image library. The submitter should also state where the restaurant wants to use it: a homepage banner, a menu item, a location page or another specific spot. A file with no source or intended use is not ready for approval.
The rights reviewer collects the permission or license information and checks whether it covers the intended use. Ask this person to flag restrictions, such as a time limit or a limit on the places where the image may appear. If permission is unclear, hold the image and resolve the question rather than asking the agency to publish it temporarily. For difficult rights or contract questions, consult a qualified adviser.
The accuracy reviewer checks the image against the current restaurant. A kitchen lead can confirm that a dish still looks like what guests receive. A location manager can check whether a dining-room photo represents the right location and whether visible signs or hours are current. For a seasonal item, the reviewer should tell the approver when the image needs another look.
The final approver resolves competing requests and tells the agency whether the exact version can go live. Name a backup for busy days. If neither person responds by the deadline, the default should be to hold publication, not treat silence as permission.
Check file quality and accessibility
Ask the agency to send a preview in the page, not just the original photo. A beautiful full-size image can become confusing when compressed or cropped into a narrow banner. The reviewer needs to see the file at its intended size and placement before deciding.
Check whether the subject is clear, the image looks sharp enough and any text over it is readable. View the preview on a phone as well as a larger screen. A mobile crop may hide the dish, a sign or a person who provides context. A smaller file may help a page load, but excessive compression can make food look unappealing. Ask the agency to adjust the file and show the revised result rather than approving an unseen optimization.
Give the agency the information needed for useful alternative text. For an image that communicates something, describe the relevant content in plain language. For example, “Dining room with a long communal table” can help a visitor understand the space. An image used only as decoration may not need descriptive alternative text; ask how the agency handles that distinction. Avoid filling the description with restaurant keywords or repeating nearby text without a reason.
Also ask what happens when an image cannot be displayed and whether important information remains available as text. Do not put an address, menu price or ordering instruction only inside a picture. If the image leads to online ordering, check that the surrounding label tells visitors where the link goes.
Approve the crop and placement, not just the photo
Hypothetical example: A restaurant wants its agency to add a photo of a new mushroom sandwich to the homepage and its menu page. The photographer provided the image, and the rights reviewer has confirmed the intended website uses. The kitchen lead confirms the sandwich shown matches the current dish. The manager is the final approver.
The agency sends two previews. On the menu page, the whole sandwich is visible beside the correct item name. On the phone-sized homepage banner, the crop cuts off half the sandwich and puts the headline over the filling. The manager approves the menu placement but returns the banner for a revised crop and clearer text. The agency sends a new banner preview, and the manager approves that version separately.
This check catches a visible presentation problem before publication. It does not prove the page works on every device or that the dish will stay on the menu. Ask the agency which screen sizes were previewed, then check the live page after publication on the devices your team commonly uses. If the live result differs from the approved preview, tell the agency which placement needs correction.
Approval should identify the file version and each intended placement. Approval for a menu thumbnail is not automatically approval for a homepage hero or another location's page. If the agency later changes the crop, overlay or destination, decide whether the change needs a fresh review. A useful rule is to reapprove any change that affects what a guest sees or understands.
Keep an image approval workflow sheet
Use one row per image and placement, even when the same original file appears in several places. The sheet can be a shared document or spreadsheet. Its purpose is to show the agency what is ready, what is held and who made the decision—not to replace the underlying permission or license record.
The example row below follows the hypothetical sandwich image. The homepage and menu placements have separate decisions because their previews differ. Names are roles here; in your sheet, enter the actual people and their contact details.
| Image and placement | Review inputs | Decision and owner | Publication record |
|---|---|---|---|
| Sandwich photo, menu page; file v1 | Photographer source and website permission recorded; kitchen lead confirms current dish; preview and alternative text reviewed | Manager approves menu placement | Agency enters live URL and publication date after posting |
| Sandwich photo, homepage banner; file v1 | Same source and accuracy check; phone preview cuts off sandwich | Manager holds; agency to revise crop and overlay | Not published; add new version and approval before posting |
For each row, record where the permission or license can be found, any use restrictions, the intended page and the current file version. Add links or references to the preview and the approved alternative text. Record the decision date and approver, then have the agency add the live page address and actual publication date. If an image replaces an older one, note which version came down.
Agree on a simple status list: submitted, changes requested, held, approved and published. “Approved” means the named approver has accepted that version for that placement. “Published” means the agency has posted it and recorded where and when. Those are separate steps, so a manager can spot an approved image that is still waiting to go live.
Set a review trigger too. A menu change, location refresh, expired permission or guest complaint can make an old approval worth revisiting. Assign someone to remove or replace an image when its approved use ends. If you change agencies, keep the sheet and supporting records under restaurant control so the next team can understand previous decisions.
Before agreeing on the process, ask the agency who uploads images, how previews are shared, how quickly revisions are handled and who can make an urgent correction. Confirm how you will retain access to the site and its records; the domain ownership guide covers a related part of that handoff. If you are also choosing a platform, use the restaurant website builder comparison to frame your edit-control questions.
Next, put one upcoming image through the sheet with your current agency. Name the final approver and backup, request a placement preview, and agree on how the publication date will be recorded. To discuss another setup, explore Fleksa's restaurant website and ask about current US availability and image-editing options.
Frequently asked questions
Can the agency approve images on the restaurant's behalf?
The agency can check technical quality and prepare previews, but the restaurant should name someone accountable for final approval. That person can confirm the image fits the business and that the required rights and accuracy checks are complete.
Does every crop need a separate approval?
Review each placement where a crop could change what guests see. You can agree on minor adjustments the agency may make without another review, but changes to the subject, overlay or meaning should go back to the approver.
What should happen if an approver is unavailable?
Route the decision to a named backup. If neither person is available, hold the image rather than treating a missed deadline as approval. The agency can continue preparing other work while the restaurant decides.
