Whether you're looking to invite your internal team members or your external clients, HeyOrca provides a quick and seamless way to do so. The best part? No matter what plan you're on, whether Basic, Standard, or Pro, HeyOrca offers the ability to add unlimited users at no additional charge!
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In this guide, we'll be going over how to invite your team members and clients, all while defining what each user role entails with respect to permissions and accesses.

If you're curious of what role best suits your team member or client, this article is for you! Let's dive right in.

In this section, we'll explore internal roles and how they differentiate from external roles! We'll also share how you can initiate the invitation process!
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HeyOrca differentiates between internal team members (anyone in your agency) and external members (your clients).
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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. All internal members will log in to HeyOrca with an email and password.

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:

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

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.

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

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

Finally, 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.

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:

In this section, we'll explore external roles and how they differentiate from internal roles! We'll also share how you can initiate the invitation process for your clients!
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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:
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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.

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).

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.

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:

*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.

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.
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Here’s what to check:

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.