FREE TEMPLATE

User-generated content tracker with a permission log

A user-generated content tracker records the customer photos, videos and reviews you'd like to share, the permission you asked for and received, and where each piece was used. This one is filled in for a fictional yarn shop, with a permission log that keeps the exact words of each request and reply. Download the filled example or the blank CSV, free with no signup.

Free, no signup · Updated · Opens in Excel, Google Sheets or Numbers

Download

In Google Sheets: File, Import, Upload, then pick the CSV.

What's inside

  • A UGC log for every customer post you find: where, who, what it shows and how you'd like to use it
  • A permission log with your exact request, the creator's reply, what they agreed to, how to credit them and when permission ends
  • A usage log that checks each use against the permission before it goes out
  • Permission request wording you can copy, in the filled example
  • A filled example for Woolly Lane, a fictional yarn shop (every handle is made up), and a blank CSV of each sheet

How to use it

  1. Each time you find a customer post you like, add it to the UGC log with a link and an ID.
  2. Ask the creator before you use it, in writing, and say exactly where it would appear: your feed, Stories, website, emails or ads.
  3. Copy their reply into the permission log word for word, and save a screenshot.
  4. Record what they agreed to and what they didn't. A yes to a repost isn't a yes to an ad.
  5. Credit them the way they asked, every time.
  6. Before each use, check the usage log against the permission, including the end date.
  7. If someone asks you to take their content down, do it and note the date.

Preview: UGC log

A filled example for a made-up small business.

IDFound onPlatformCreatorLinkWhat it showsHow we'd use itPermission
U012 NovInstagram@stitch_and_tea_exampleinstagram.com/p/example-1A finished jumper in our Moorland yarn, worn outdoorsFeed post and the Moorland product pageGranted
U024 NovTikTok@purl_pals_exampletiktok.com/@purl_pals_example/video/1Unboxing an order and casting onReshare in StoriesGranted (Stories only)
U036 NovGoogle reviewHelen R. (example)Our Google Business ProfileFive-star review about the Thursday knit nightQuote on an image postGranted
U049 NovInstagram@yarnover_york_exampleinstagram.com/p/example-2A blanket made for a baby, with the baby in the photoFeed postDeclined
U0511 NovFacebook groupMember post (example)Our customer groupBefore-and-after of a sock darning classWebsite class pageAsked, no reply yet
U0613 NovInstagram@slow_knits_exampleinstagram.com/p/example-3A shop haul flat-layPaid adGranted for 3 months

Preview: Permission log

A filled example for a made-up small business.

IDAsked onHow we askedOur request (exact words)Their reply (exact words)Replied onAgreed usesNot agreedCredit asPermission endsEvidence saved
U012 NovInstagram messageHi, we love your Moorland jumper. Could we share your photo on our Instagram feed and on the Moorland page of our website, credited to you? Reply yes if that's OK, or tell us what you'd prefer.Yes, of course! Please tag me.2 NovInstagram feed; website product pageAds; email@stitch_and_tea_example, taggedNone given; review in 12 monthsScreenshot in folder UGC/U01
U024 NovTikTok comment, then messageCould we reshare your unboxing in our Instagram Stories, credited to you?Stories is fine, but not on your feed please.5 NovInstagram StoriesFeed; website; ads@purl_pals_exampleSingle useScreenshot in folder UGC/U02
U036 NovReply to the review, then emailThank you, Helen. Could we quote your review on an image post, with your first name and initial?Happy for you to use it. First name only, please.7 NovImage post quoting the reviewAnything elseHelenNone givenEmail saved
U049 NovInstagram messageCould we share your blanket photo on our feed, credited to you?I'd rather not, as my baby is in it. Thanks for asking!9 NovNoneEverythingn/an/aScreenshot in folder UGC/U04
U0511 NovGroup commentCould we use your before-and-after on our website's class page?Follow up once on 18 Nov, then drop it
U0613 NovEmailCould we use your haul photo in a paid Instagram ad for three months from 20 Nov? We'll credit you in the caption and send a £20 voucher as thanks.Yes, happy with that for three months.14 NovPaid Instagram ad, 20 Nov to 19 FebAny use after 19 Feb@slow_knits_example in the caption19 FebEmail saved; voucher sent 14 Nov

Preview: Usage log

A filled example for a made-up small business.

IDUsed onWhereFormatCredit shownWithin permission?ResultRemove by
U015 NovInstagram feedPhoto postTagged @stitch_and_tea_exampleYesExample: more saves than our average product photon/a
U016 NovWebsite, Moorland pageProduct photoPhoto by @stitch_and_tea_exampleYesn/aReview Nov next year
U026 NovInstagram StoriesReshare@purl_pals_exampleYesn/aExpires on its own
U0310 NovInstagram and FacebookQuote imageHelenYesn/an/a
U0620 NovInstagram adSingle image ad@slow_knits_example in captionYes, until 19 Febn/a19 Feb
NoteAll results are made up for this example

Tips

  • Woolly Lane, its customers and every handle in the example are made up. The links are placeholders.
  • A tag shows a customer wanted you to see their post. It doesn't say what you may do with it, so ask.
  • Instagram's Promotion Guidelines say it can't advise on whether consent is required to use people's content or how to get it (checked on 15 October 2026). The responsibility sits with the business, so keep the evidence.
  • Ask for each use separately: organic posts, website, email and paid ads. Ads deserve the clearest written agreement.
  • If a customer's post shows other people, especially children, ask whether everyone in it is happy to be shared, and accept a no.
  • A gift or discount in return for a post turns it into an ad that should be labelled. Our influencer brief template has a disclosure checklist.
  • Zolyp, which makes this template, can build posts around photos in your brand gallery. Only add a customer's photo there once the permission log says yes.

Common questions

What is user-generated content?

Photos, videos, reviews and posts about your business made by customers rather than by you. Shared with permission, it shows real people using what you sell.

Do I need permission to repost a customer's photo?

Ask first, in writing, and keep the reply. Rules differ by country and by platform, and Instagram says it can't advise on consent for using people's content. Written permission that names each use is the clearest record. This isn't legal advice.

How should I ask for permission?

Say what you liked, where you'd like to use it, how you'll credit them and for how long, and make it easy to say no. The permission log in the filled example has wording you can copy.

Are the handles in the example real?

No. Every handle ends in 'example' and every link is a placeholder. The shop and its customers are made up.

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