Get an overview of each user role and how permissions and access levels work to make sure you choose the right role for everyone on your account.
What is a user?
A user in HeyOrca is an individual profile that is added to a workspace and assigned a role that determines what they can access and do.
Some users have their own login, while others may be added without login access, depending on their role and how the account is set up.
What are user roles?
User roles control what kind of access a user has in HeyOrca including what features they can use, what actions they can take and what parts of the account they can see or manage. Each user can have one role at a time, but their role can be updated by an Admin if their responsibilities change.
The Free plan is limited to one user while the Basic and Pro plans include unlimited users.
Types of user roles
Choosing the right role helps keep account settings secure while making collaboration easy for your team and clients. Here's an overview all the roles a user can have in HeyOrca for you to determine what level of access they need.
Workspace Owner
Every workspace has a Workspace Owner who is able to create content, approve/reject content, and leave comments. They have access to the calendar, the libraries, calendar settings, and analytics and are the only user able to to delete the calendar they own.
Internal vs. External users
HeyOrca includes roles for both internal teammates and external clients. Internal roles support hands-on collaboration and can work across multiple calendars, while external roles provide limited access and are restricted to the specific calendars they’re assigned to and cannot see or interact with other client calendars. Roles can also vary by calendar, allowing you to tailor access based on each person’s level of involvement.
Internal Admin
Internal Admin
Internal Admins have the same level of access as the Workspace Owner, except cannot delete the calendar.
They are able to create content, approve/reject content, and leave comments and have access to the calendar, the libraries, calendar settings, and Pro analytics.
This role is suitable for account owners, team leads or operations managers or anyone who might own account or billing decisions, need to oversee users, or manage connected social accounts.
Internal Copywriter
Internal Copywriter
Internal Copywriters are able to create/edit content, and leave comments, but cannot approve/reject content to have it published. They have access to the calendar, the libraries, and Pro analytics.
This role is suitable for teammates such as social media managers, coordinators, and content creators or anyone that handles day-to-day content work such as drafting and scheduling posts, collaborating with teammates on content or responding to feedback or making revisions.
Internal Stakeholder
Internal Stakeholder
Internal Stakeholders are able to approve/reject content, and leave comments. They have access to the calendar, the libraries, and Pro analytics.
This role is suitable for upper management and brand leads or any other team member who needs to review and approve scheduled posts, leave comments and feedback and ensure content aligns with brand and strategy.
External Admin
External Admin
An External Admin will receive an invitation to set up an account with HeyOrca, and will log in with an email and password.
This role is able to connect social media accounts, create/edit content, approve/reject content, leave comments, and receive notifications to publish to Instagram with the HeyOrca mobile publishing app.
External admins have access to the month and day view, libraries, and calendar settings (but cannot add or remove team members).
External Copywriter
External Copywriter
An External Copywriter will receive an invitation to set up an account with HeyOrca, and will log in with an email and password.
This role is able to create/edit content, and leave comments, but cannot approve/reject content to have it published. External copywriters have access to the month and day view and the libraries.
External Stakeholder
External Stakeholder
External stakeholders can approve or reject content, leave comments on shared posts and view content in month and day views only through a shareable link.
External Stakeholders will receive email notifications if they’re tagged in the ‘Everyone’ comments section. They’ll also be notified in the post comments if they reply to a comment thread on a shared post. Once an External Stakeholder replies or comments on a post, they’ll continue receiving email notifications for future comments on that post.
⚠️ External Stakeholders do not create a login and password.
This role only sees content that is explicitly shared with them through a sharable link.
Since they don’t have log in credentials, they’re not able to use the Mobile app.
Want to manage your users and their user role? Check out our Help Centre article!