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Collaboration & User Management
Calendar Roles and Managing Users
Calendar Roles and Managing Users

View the various internal and external roles you can assign to your colleagues and clients!

Updated yesterday

Video Tutorial - Adding Users to Your Calendar


Inviting Your Team Members

Internal Roles

HeyOrca differentiates between internal team members (anyone in your agency) and external members (your clients).

There is one major difference between internal and external members:

  • Internal members can be assigned to, or request to join, multiple calendars in your agency.

  • External members are confined to whichever calendar they are assigned to.

The roles of each member can vary from calendar to calendar, depending on their involvement in the content creation process for each client. There are 3* distinct roles to choose from:

All internal members will log in to HeyOrca with an email and password.

Admin

Admins are able to create content, approve/reject content, and leave comments.
They have access to the calendar, the libraries, calendar settings, and analytics.

Copywriter

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 analytics.


Stakeholder

Stakeholders are only able to approve/reject content, and leave comments.

They have access to the calendar, the libraries, and analytics. 

Calendar Owner

Each calendar in HeyOrca has a calendar Owner. The permissions for this role are the same as an internal admin - the only difference being that a Calendar Owner has the ability to delete the calendar.

Adding to Calendar

There are two ways to invite your internal team member to set up their own HeyOrca account, or have access to a new calendar:

1. Through calendar settings:

2. Through the organization settings:

While you’re waiting for them to accept their email invitation - you can add them to any calendar and customize their appropriate roles, by clicking the gear icon beside their name:


Inviting Your Clients to HeyOrca

External Roles

External members are assigned to each calendar and do not have the ability to see or interact with your other client’s calendar.

The roles of each team member can vary from calendar to calendar, depending on their involvement in the content creation process for each client.

To set your clients up for success when using HeyOrca, it’s important to assign them the right role, based on how involved they are. There are 3 distinct roles to choose from:

Stakeholder

As the most common role for clients interacting with HeyOrca, External Stakeholders added to a calendar do not receive an email alert or notification of any kind. They don’t require a login/password and only have access to content when it is shared with them through a shareable link. They can only approve/reject content, and leave comments.

External Stakeholders only have access to the month and day view.

Note: External stakeholders will receive a notification if they are tagged via a mention in the 'everyone' section of the post comment section. If they reply to the comment, or leave a general comment that is not a reply they will continue to recieve email notifications for future comments made on that post.

Admin

An External Admin will receive an invitation to set up an account with HeyOrca, and will log in with an email and password. Admins are 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).

Copywriter

An External Copywriter will receive an invitation to set up an account with HeyOrca, and will log in with an email and password. Copywriters are able to create/edit content, and leave comments, but cannot approve/reject content to have it publish.

External copywriters have access to the month and day view and the libraries.

Adding to Calendar

To invite an external team member navigate to the calendar settings page for the particular calendar you would like to add your client to and click the “External Users” tab:


Removing Users from HeyOrca

*Only Calendar Owners and Internal Admins are able to remove users from a calendar.

To remove users from a calendar:

Step 1: Navigate to your calendar settings (gear icon in calendar)

Step 2: If you want to remove an internal user, click on the “internal user” tab. If you want to remove an external user, click on the “external user” tab.

Step 3: Click on the garbage can icon next to their name to remove them from the calendar

Receiving an error when you try to remove an internal user?

Here’s what to check:

  1. Are they the sole owner of the calendar? To check this, go to the “Internal Users” tab in calendar settings to see if there is another calendar owner.

2. Are they the Instagram notification receiver for this calendar? To check this, go to the “Social Accounts” tab in the calendars settings to check who the notification receiver is. If the user you are trying to remove from the calendar is the notification receiver, you can click on their email to change it to another user.

3. Are they the owner of a particular social account? If the user connected an account that is still active in your calendar, it may create an error if they are the only one who can access it. Before removing them, make sure that the admin access or credentials are passed on from that user before removing them.

To remove Internal users from the entire HeyOrca account:

Step 1: Navigate to your Organization Settings. To do this, hover over your name in the bottom left of your screen, and then select “Organization Settings”

Step 2: Click on the garbage can icon next to the user to remove them from all calendars and remove their access to your HeyOrca account.

Receiving an error when you try to remove a user?

Here’s what to check:

  1. Are they the sole owner of one or more calendars? To check this, go to the “Internal Users” tab in calendar settings of the calendars they are a member of to see if there is another calendar owner.

2. Are they the Instagram notification receiver for one or more calendars? To check this, go to the “Social Accounts” tab in the calendars settings to check who the notification receiver is in the calendars they are a member of . If the user you are trying to remove from the calendar is the notification receiver, you can click on their email to change it to another user.

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