Table of Contents

Click through the topics below to jump to each section!

Creating your first Calendar
Calendars

Connecting social channels to your calendar
Users

Creating Posts

Approvals
Collaboration
Analytics/Reporting

Media and Content Library
Your HeyOrca Settings
Other Features


Creating your first Calendar

You can begin a free 14 day trial of HeyOrca here. Once you fill out your information, you will be sent an email to set up a password. In HeyOrca you can begin setting up your first calendar.

First you can choose a name for your calendar

Then you can connect your first social account. Make sure you are logged into the correct account in another tab

Once you connect your first social account, you can begin using publishing or continue setting up your account.

Want to add more social accounts to your calendar?

Want to add users to your calendar?

Want to publish posts?

Note: If you are trying to connect an Instagram business account or Facebook page, click on edit settings when you are redirected to Facebook to ensure that you have the permissions for your pages turned on.

Click on "Edit Settings" on this page

Click on "Select All"

Ensure all permissions are turned on here

You will be redirected to HeyOrca where you will be shown a list of pages you can connect to your calendar.

Not seeing the page you're looking for? Click here for more information.

Calendars

Calendar Settings

Each calendar has its own Calendar Settings. Only Calendar owners, Internal admins, and External admins have access to the calendar settings. To go to your Calendar Settings, go into your calendar and click on the gear icon

In the Calendar Settings you can:

Here is an article that explains what you can edit in your Calendar Settings.

Adding calendars

You can add a new calendar to your account by clicking “New Calendar” on the side navigation bar or on your main dashboard.

If you are currently at your calendar limit, you will receive a message that will prompt you to upgrade your account.

On the next screen, you will be able to choose how many total calendars you need and then you can click “Subscribe”.

The next screen will allow you to edit or add your account information and checkout. You can also add any new coupons at this stage.

Note: The price you see here does not show any existing discounts you might have.

If your account is not on our current pricing structure, you will need to reach out to our support team to upgrade your account. You can reach our support team using the in app chat or by emailing support@heyorca.com

Here is a video that shows how to create a new calendar.

Deleting calendars

Deleting a calendar will permanently delete all content from that calendar and you will no longer be able to access it. Calendar owners are the only users who can delete a calendar.

To delete a calendar, navigate to the calendar settings, then click “Delete Calendar”.

You will be prompted to enter the calendar name, then you can click “Permanently Delete Calendar”.

Note: Removing a calendar will NOT automatically adjust your account billing. If you have removed a calendar, and you want to downgrade your HeyOrca account, please reach out to our support team using the in app chat or by emailing support@heyorca.com

Here is an article that shows how to delete a calendar.

Connecting social channels to your calendar

Connecting an Instagram Business account to HeyOrca

To connect an Instagram account to HeyOrca as a business profile, you will need to confirm a few things:

1. Is your Instagram account a business profile? To check this:

• Log into the Instagram account

• Go to your Settings

• Click on Account

• Scroll to the bottom

If it is a business account, it will say "switch to Personal Account"!

2. Is your Instagram account connected to a Facebook page? To check this:

• Log into Facebook

• Go to the Facebook page that your Instagram account should be connected to

• Go to your page Settings

• Click on the tab that says Instagram

Your Instagram account should be listed there!

Here is a video to show what this page should look like.

Note: You should not see a message saying “Review Connection” anywhere on this page. If you do see this message, an admin on the Facebook page will need to click on the message and follow the steps.

3. To connect the Instagram account to HeyOrca, you will need to have admin permissions on the connected Facebook page. Here are two ways to check that:


Through the Facebook page:

• Log into Facebook

• Go to the connected Facebook page

• Go to your page Settings

• Click on Page Roles

You should see your name listed under either Admin or Editor!

Here is a video that shows how to do this.

OR


Through Facebook Business Manager:

• Log into Facebook

• Go to Business manager

• Go to Business settings

• Click on Pages

• Find the correct page

Once there, you can expand your name and your permissions should look like this:

Once those three steps are confirmed, you can connect your Instagram page to HeyOrca using the steps in this article!

Here is a video that shows how to connect an Instagram business page to HeyOrca!

Connecting an Instagram Buffer account

To create a Buffer account, you will need to start a 14 day free trial here. Once your trial period ends, your account will automatically become a free account! With a free Buffer account, you can connect up to 3 Instagram profiles including both business and/or personal pages.

If you have 4 or more Instagram accounts that you would like to connect, you can sign up for multiple free Buffer accounts using different emails

Here is a video showing how to connect Instagram to Buffer!

After connecting you first account, you can add more social channels by clicking “Manage Social Account”.

Once the Instagram account is connected to Buffer, you can connect your Buffer-Instagram account to HeyOrca.

Here is an article that shows how to connect a Buffer Instagram account to HeyOrca.

Here is a video that shows how to connect a Buffer Instagram account to HeyOrca.

Connecting an Instagram Personal Page

Instagram Personal pages can be connected to HeyOrca, but due to recent changes in Instagram’s API they can no longer process analytics. See this article for more details!

• Log into the correct Instagram account in another tab

• Navigate to your calendar settings in HeyOrca

• Click Add Instagram

• Select “Profile”, not "Business Profile" on the next screen

• Follow the prompts

Here is a video that shows how to connect an Instagram personal page to HeyOrca.

Connecting a Facebook Business page

• Open a new tab and log into the correct Facebook account
• Navigate to your calendar settings in HeyOrca
• Click “Add Facebook”
• Follow the prompts.

Here is a video that shows how to connect a Facebook business page to HeyOrca!

Here is an article that tells you more!

Note: You will need to have admin access to the Facebook page you are trying to connect

Connecting a Twitter page

• Open a new tab and log in to your Twitter account
• Navigate to your calendar settings in HeyOrca
• Click “Add Twitter”
• Follow the prompts.

Here is a video that shows how to connect a Twitter page to HeyOrca!

Connecting a LinkedIn personal page

• Open a new tab and log in to your LinkedIn account
• Navigate to your calendar settings in HeyOrca
• Click “Add LinkedIn”
• Follow the prompts.

Here is a video that shows how to connect a LinkedIn personal page to HeyOrca!

Connecting a LinkedIn business page or showcase page

• Open a new tab and log in to your LinkedIn account
• Navigate to your calendar settings in HeyOrca
• Click “Add LinkedIn”
• Follow the prompts.

Here is a video that shows how to connect a LinkedIn business or showcase page to HeyOrca!

Note: You will need to have admin access to the LinkedIn page to connect it.

If you are admin, you will see “admin view” when you view the business page:

Connecting a Google My Business account


• Navigate to your calendar settings in HeyOrca
• Click “Add Google My Business”

• You will be redirected to Google to confirm which account you will be using with HeyOrca. You will be prompted to sign in to your account if you are not already signed in.

• Choose the location you wish to connect in HeyOrca

Here is an article that explains how to connect a GMB channel to HeyOrca!

Note: If Google considers your business a franchise/chain or it is an unverified location, you may not see it as an option to connect to HeyOrca. Here is more information about business eligibility and posting guidelines from Google.

Connecting a Placeholder channel

Some social channels are not supported for direct publishing, but you can still plan content in HeyOrca for them using a Placeholder channel!

To add a Placeholder channel to your calendar, click “Add a Demo” button in your calendar settings

Here is an article that explains how to use and connect demo channels.

Here is a video that shows how to connect a demo page to HeyOrca!

Find out more about TikTok Placeholder accounts here.

Users

There are two main types of users in HeyOrca: Internal Members and External Members

Internal Members

Internal Members are anyone that is internal to your agency or team (i.e. social media managers, copywriters and account managers). They can be assigned to, or request to join, multiple calendars in your agency. All Internal members will receive an invitation to set up an account with HeyOrca, and will log in with an email and password. There are 4 internal roles that can be assigned to team members in each calendar:

Calendar Owners are able to create content, approve/reject content, and leave comments. They have access to the calendar, the media/content library, calendar settings, and analytics. They are also able to delete the calendar, any users and any social accounts in the calendar settings. They are able to re-authorize social accounts.


Internal Admins are able to create content, approve/reject content, and leave comments. They have access to the calendar, the media/content library, calendar settings, and analytics. They are able to remove users and social accounts in the calendar settings. They are able to re-authorize social accounts.

Internal Copywriters are able to create/edit content, and leave comments, but cannot approve/reject content to have it publish. They have access to the calendar, the libraries, and analytics. They do not have access to the calendar settings.

Internal Stakeholders are only able to approve/reject content, and leave comments. They have access to the calendar, the libraries, and analytics. They do not have access to the calendar settings.

Here is an article to explain the different internal role permissions!

External Members

External members are typically your team’s clients. They are confined to whichever calendar they are assigned to and do not have the ability to see or interact with your other client’s calendar. What your client sees in HeyOrca depends on what role you give to them. There are 3 client roles in HeyOrca: External Admin, External Copywriter, and External Stakeholder.

Here is an article to explain the different external role permissions.

Note: External stakeholders will not log in to HeyOrca and will not get an invitation to create an account. Instead they will be sent the content you want them to see using a shareable link. Click here for more information!

Adding users to your calendar

Here is an article that explains how to add internal members to your calendars.

Here is an article that explains how to add external members to your calendars.

Removing users

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

• Navigate to your calendar settings (gear icon in calendar)

• 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.

- 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?

- 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.

- 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.

To remove Internal users from the entire HeyOrca account:

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

  • 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:

- 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.

- 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.

If you need help seeing which calendars the user owns, which calendars the user is a notification receiver for, or you are still receiving an error when trying to remove them after trying the above please reach out to our Support team. You can reach our Support team using the in app chat or by emailing support@heyora.com.

Creating Posts

Uploading photos, gifs and videos to HeyOrca

Here is an article with tips and channel specific requirements for uploading photos and gifs!

Here is an article with tips and channel specific requirements for uploading videos.

Publishing to Instagram

For Instagram, you can publish a single image post directly to Instagram using our Buffer integration. For all types of Instagram posts (single image, multi image, stories, and videos), you can publish to Instagram using our email notifications or mobile app. Using the email notifications or mobile app to publish, you get access to Instagram editing, location tags, filters, and story features.

Due to restrictions in Instagram's API all 3rd party scheduling platforms, such as HeyOrca and our competitors, must use a mobile app or other solution to publish stories and multi image posts to Instagram.

Here is a video that shows how to post single image posts to Instagram using the Buffer integration!

If you do not want to use the Buffer integration, or you want to publish multi photo or video posts, you can schedule the posts to your Instagram channel, then publish using our email or mobile app notifications.

Here is an article that shows how to publish to Instagram using email notifications.

Here is an article that shows how to publish to Instagram using the mobile app!

Here is a video showing how to schedule an Instagram photo post

Here is a video showing how to schedule an Instagram video post

Approvals

HeyOrca makes getting client approvals easier than ever! If you want a post to be approved before it can be published, you can set the post to “awaiting approval”, then you can select who needs to approve it. You can select one or multiple persons as approvers.

Internal users, External Admins, and External Copywriters will receive a notification in HeyOrca that they have a post to approve. External Stakeholders need to be sent a shareable link of posts to approve. If the reviewal process is more of a “nice-to-have” for your client, send posts over to them pre-approved.

Here is an article that explains how to assign post approval stages.

Here is an article that explains how to set up posts to be approved by multiple people.

Here is an article that explains how External Stakeholder approvals work.

Here is an article that explains how to configure internal approvals

Collaboration

HeyOrca makes collaborating with your team as easy as pie 🥧 You and your team can:

  • Work on posts together

  • Leave comments on posts that can be seen by only the internal team or by all calendar users

  • Tag your team and clients in posts to get their feedback

  • Assign posts to need approval from your team and clients

  • Tag posts for easy organization

  • Upload or text media to the media library

  • Plan content in the content library

  • Leave notes on the calendar for important events.

    Here is an article that tells you more!

Analytics/Reporting

Social Media Analytics help you and your client understand how effectively your content is performing.

Currently we track:

  • Number of posts published

  • Change in number of likes

  • Total Engagement

  • Change in number of comments

  • Changer in number of shares

  • Top Ten posts

We are currently working on updating our analytics and our Analytics V.2 is in Beta mode right now. Analytics V.2 will have:

  • Visual and clickable top posts

  • Facebook & IG Impressions

  • Client friendly graphs

  • And much more!!!🎉

    Here is an article that explains more!

Media and Content Library

Media Library

Every client is unique, so their media library should be too! Each calendar comes with a media library to store any media you want to use for content. Clients and team members can easily text images into the media library. You can also track if media has been previously used in content and organize your media with tags.

The media library is visible to all users, except External Stakeholders. External Stakeholders, Internal Copywriters, and External Copywriters cannot upload media in the media library, but they can text images into the media library.

The media library for each calendar is located on the left navigation bar within the calendar. When you click on the library icon, you will automatically be brought to the media library.

Inside the media library, you will have the option to toggle between the Media and Content Library

In the Media Library you will see all your uploaded media. Each asset has a description, tags, and used indicator. You can also:

  • Upload media

  • Create a new Canva design by clicking “New Design”

  • Filter by media type

  • Search for media

  • Edit media


HeyOrca Settings

Organization Settings

To access your Organization Settings, hover over your name in the bottom left of HeyOrca, then select Organization Settings.

In your Organization Settings you can:

  • View or add internal users

  • Assign account owners (only account owners can make other users an account owner)

  • Remove users from account (only account owners can delete other owners)

  • Edit which calendars a user is in and their role in the calendar (click on the gear icon next to their name)

  • Approve or reject pending requests to join calendars that you manage

  • Turn on or off the ability for users to see other calendars in the account that they are not members of (only account owners will see this option)

Note: Account owners will have a crown icon next to their name in the Organization Settings

Profile or Notification Settings

To access your Profile Settings, hover over your name in the bottom left of HeyOrca, then select Profile Settings

To access your Notification Settings, hover over your name in the bottom left of HeyOrca, then select Notification Settings

In your Profile or Notification settings you can:

Payment Settings

Note: Only account owners can access the payment settings

In the payment settings you can:

  • See your past invoices

  • Update you credit card on file

  • Update you zip code (when you update you credit card it will allow you to update your zip code as well)

To access your Payment Settings, hover over your name in the bottom left of HeyOrca, then select Payment Settings

Here is an article that shows how to update your Payment Settings.

Re-authorization

Re-authorization is necessary in all 3rd party platforms, that includes HeyOrca and our competitors. Facebook, Instagram & LinkedIn all require re-authorization at times for various reasons. Basically, if they identify any behaviour on the admin side of a page as risky (ie. an admin changes a password, an admin gets removed from a page, etc.) they will trigger a re-authorization as a security precaution to ensure you want to continue publishing content via HeyOrca (or any other service you may use!). These social channels also do regular roll-outs for security purposes. These roll-outs typically occur every 30 to 60 days.

Here is an article that shows how re-authorization works in HeyOrca.

If your accounts are requiring re-authorization frequently (ie. multiple times a month), that may indicate an issue. Here is an article that explains how to troubleshoot re-authorization.

Other Features

Instagram Grid View

For a visual platform like Instagram, an aesthetically pleasing profile is important. However, trying to communicate your brand vision for clients Instagram is hard.

We get it, that’s why we’re excited to introduce Instagram Grid Preview in HeyOrca!

  • As an agency, HeyOrca’s Instagram Grid Preview allows you to showcase how planned Instagram posts would look on your clients Instagram profile so that you can create a grid that is aesthetically pleasing and on brand.

  • Your clients will see exactly how your planned posts would look on their Instagram profile, allowing you to showcase your brand vision in a tangible way.

Finally, an Instagram Grid Preview that you can share with your clients! 🎉

Here is an article that shows how to use our Instagram Grid View feature.

Edit Photos

HeyOrca has a built in photo editor to make creating content easier than ever🎉No more using third party photo editors, you can edit your photos directly in your post. You can also use the photo editor in the media and content libraries.

Using the photo editor you can:

  • Resize

  • Rotate

  • Adjust the colour

  • Use stickers

  • Apply filters

  • Add text

Here is an article about editing photos in HeyOrca.

Canva Integration

If you are a Canva user, you already know how simple it is to create unique and stunning graphics for your social content! With the Canva button, you can use your previous designs and create new ones without having to leave your post! 🙌

Here is an article to show how to use our Canva integration.

Facebook Creator Studio Integration

Our integration allows you to plan content in HeyOrca, get approvals, then push your content to Facebook Creator Studio for scheduling. You can use this feature to boost posts and access other features in Creator studio.

Here is an article that shows how to use our Facebook Creator Studio Integration.

Copying posts

HeyOrca’s copying feature makes it easier than ever to copy your content from one social account to another (or many). You can also copy content from one client calendar to your other client calendars.

Here is an article that shows how to copy posts from one social account to other social accounts.

Here is an article that shows how to copy posts from one client calendar to other calendars.

Bulk Actions

Using Bulk Actions in HeyOrca, you can:

  • Set the stage (Draft, Awaiting Approval, Multi-Approval, Approved, Rejected) of multiple posts

  • Delete multiple posts

  • Copy multiple posts from one social account to another

  • Copy multiple posts from one calendar to another

  • Export content to an excel spreadsheet

  • Add a tag to multiple posts

    Here is an article that shows how to use bulk actions.

Event Strips

Does your client have an important event coming up? 🗓 Use our event feature to mark the calendar. The event feature lets you easily see what important events are coming up, and plan your content accordingly. You can also set recurring events for your calendars.


Events strips aren't just limited to events or holidays, however. You can customize them to communicate your content strategy across to your team, to create bookings or details on classes help, or even use then as a hashtag base to keep that calendar's most used hash tags!

Here is an article that shows how to use event strips.

Here is an article that shows how to set up recurring events for your calendars.

Post Tags and Campaigns

At HeyOrca we understand that categorization and organization are critical in the planning process, which is why we have a feature to allow you to tag your posts.

Tagging your posts internally allow you and your team to be able to categorize your content, as well as filter the calendar by that post tag so that you can keep organized and track your posts.

Here is an article that shows how to use Post Tags.

Here is an article that shows how some of our Agency customers are using this feature.

Additionally, you can assign posts to be part of different campaigns. Campaigns act as a category, bucket, or grouping of related content with a specific end goal which can be filtered on in your calendar!

Here is an article that shows how to use Campaigns.

Filters

Filters allow you to stay organized, search for past posts, and much more. You can filter by social account for those posts, approval stages, and by using campaigns and post tags.

Here is an article that shows how to filter posts in your calendars.

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