HeyOrca lets you add both internal teammates and external clients, with unlimited users on Basic and Pro plans. This guide explains how to add users and assign roles based on permissions and access.
Only Workspace Owners and Internal Admins will be able to add, edit or remove users from a calendar.
Add a user through workspace settings
Navigate to your workspace settings and click the Users tab
Click the + Add user button
A new window will appear for you to add user details including first name, last name, and email address. You will also select their organization role (internal or external) and their workspace role (owner, admin, stakeholder or copywriter).
Click Add User
The invited user will then receive an invitation to the calendar and you will see them added to your user list with a Pending Invite bubble beside their user role in your User settings.
Once the invitation has been accepted, the bubble will disappear and the user will be able to access the workspace.
When inviting an External Stakeholder, you will see a notification stating:
Stakeholders do not require an account and are not given a login/password. They will not receive an invitation email, they can only approve/reject content that is shared through a link.
External Stakeholders can still receive email notifications for comments and mentions which is why an email address is provided.
Add an Internal user through organization settings
Click to your Profile photo on the bottom left corner of your window and click the Organization settings from the pop-out menu
Click the + Add internal user button
3. Add their first name, last name and email address.
4. To change their role, click the gear icon beside their name and invite them to specific workspaces and select their role for each workspace.
While you can view External users in Organization settings, they can only be invited in the Workspace settings.
Change a user role
Navigate to your Workspace settings and click the Users tab
Find the user you want to change the user role for and click the dropdown menu that shows their current role.
From the dropdown menu, select the new role. You will see a success message at the top of the window and the update to the role and permissions will happen automatically.
Move an external user to an internal user
Navigate to your Workspace settings and click the Users tab
Find the user you want to change their role for and click the three dots beside their role.
Click the Upgrade to internal user button. It will show a success message at the top of the window and update the role and permissions automatically.
Users cannot be moved from an Internal user to an External user. Please reach out to customer care if you need to make this change.
Delete a user
To remove users from a calendar:
Navigate to your workspace settings and click the Users tab
Find the user you want to remove and click the three dots beside their role.
Click Remove User
A pop-up window will ask if you’re sure you would like to remove the user. If yes, Remove. The user will no longer be listed in the calendar.
FAQs about managing users
How do I know who should be an internal or external user?
How do I know who should be an internal or external user?
Do they work for your organization or agency? Will they manage content, collaborate daily, or work across multiple calendars? If yes, make them an internal user
Do they only need access to one or a few specific calendars? Are they mainly reviewing, approving, or viewing content? If yes, make them an external user
It says the email address is already in use when I add a user.
It says the email address is already in use when I add a user.
Currently, HeyOrca is only able to support one email address associated with one account.
This means the if email address has been used in HeyOrca before or the user associated with the email address created their own trial account, you're going to get an error message when adding them.
Please reach out to customercare@heyorca.com to have our Customer Care team release the email address for you.
I’m getting an error message when I try to delete a user.
I’m getting an error message when I try to delete a user.
Here’s what to check:
Are they the sole owner of one or more calendars?
Go to Workspace settings for their workspace they're a part of and select the Users tab
If it says Owner, select another Owner for the calendar.
Once another Owner has been selected (or if there already is another Owner), change their user role to another one.
Proceed to remove the user.
Are they the Instagram notification receiver for one or more calendars?
Go to the Workspace settings for their workspace they're a part of and select the Social & Ad Accounts tab.
Locate the Instagram account and verify if the user is the notification receiver.
If so, you can click on their email to change it to another user.
Once another user has been selected, you can proceed with removing them.