Want to schedule Instagram Stories together with Hootsuite? First agree on who creates the visuals, who checks the entire sequence and who publishes it. Assign one person responsible for each Story and record when approval must be completed. Also check which Story and approval options your account offers. This way, you know which steps your team needs to manage itself.
Below, you’ll read how to divide the tasks and check the Stories, with a step by step plan and an example for a local shop.
When is Hootsuite useful for Instagram Stories?
Hootsuite can be useful when several people work on the same Stories. For example, when the photos are in one chat, the comments are in another and no one knows which version is ready anymore.
On the page about publishing with Hootsuite the platform lists a calendar, collaboration, task allocation and approval as features.
According to Hootsuite’s explanation of planning Instagram content you can also schedule Stories through Hootsuite. However, check which options your account currently offers.
Hootsuite, Meta Business Suite or posting yourself?
When choosing, focus mainly on what is currently going wrong. Are you losing comments? Does no one know who is allowed to publish? Or does someone forget to post the Story on time?
- View Hootsuite if you want to keep the schedule, tasks and approval in one place.
- Compare Meta Business Suite if your team works only with Instagram and Facebook and mainly wants to schedule posts.
- Post yourself on Instagram if you create few Stories or cannot post a desired element properly through the planner.
Start with one simple Story. Go through every step together, from the first version to checking it on Instagram. Then see which method suits the way your team works.
Who does what when scheduling Instagram Stories?
Make one person responsible for each Story. They track whether the visuals are ready, the check has been completed and the schedule is still correct. In addition, divide these three tasks:
| Role | Task | When complete? |
|---|---|---|
| Creator | Creates the visuals, writes the text and puts everything in the right order. | When the entire sequence is ready for checking. |
| Reviewer | Checks whether the content is correct, the text is readable and the tone and timing are suitable. | When all changes have been reviewed and the correct version has been approved. |
| Publisher | Checks the account and schedule, arranges the posting and then checks Instagram. | When the Story is visible and correct. |
Working with two people? The creator can publish as well. Have the other person carry out the final check. Also agree on who takes over a task if someone is absent.
Arrange access without sharing passwords
Have the administrator check what personal access your Hootsuite account offers. Give everyone only the access needed for their own task. Do not share an Instagram password in a group chat or planning document.
Can the reviewer not work in Hootsuite? Put the entire sequence in one shared document instead. The person with Hootsuite access can then arrange the scheduling.
Schedule Instagram Stories together in six steps
Follow this order when working together on a sequence of Stories:
- Write down the arrangements. Record the Instagram account, topic, date, time and who is responsible. Add what the viewer needs to know or do.
- Prepare the entire sequence. Collect all visuals and text in one place. Number the files in the correct order, for example 01, 02 and 03.
- Check how you can post the Story. Check whether your account can schedule this Story and whether someone still needs to do something at the scheduled time. Test elements such as music or stickers beforehand. The available options may differ.
- Have the entire sequence reviewed. Collect all comments in one place, not in different chats.
- Record the approval and schedule it. Check the account, final files, order, date and time. Also check the configured time zone.
- Agree on who checks after posting. Add to the schedule who will check on Instagram after the agreed time that everything is correct.
Can’t see an option to schedule? Have the administrator first check the connection with Instagram and the available options. If scheduling is not possible, agree on who will post the Story themselves on Instagram. An appointment in the calendar does not mean that the Story will also be published.
Checking and approving Instagram Stories
Have the reviewer clearly state which version has been approved and when it may be posted. “Looks good” alone is not enough: it could refer to one photo, but also to the entire sequence.
An example for your discussion: “Version 03 has been approved for Saturday at 10.00 am, including all three visuals.” This is example wording, not a fixed Hootsuite notification.
Checklist for the entire sequence
- Text: are the spelling, names, prices, dates and any conditions correct?
- Visuals: are the visuals sharp and can you read the text properly on a mobile?
- Order: do the visuals follow on from one another logically?
- Tone: does the text sound like the way your team normally talks to followers?
- Accounts and links: are the accounts mentioned correct? Does any link go to the right page?
- Timing: is the information still correct when the Story is posted?
- Approval: has the agreed person approved the final version?
Use the approval function if your account offers one. Otherwise, record the approval in a shared document. Note the version, reviewer’s name and date.
Does a price, visual or other important content change after approval? Have the new version checked again. Agree to postpone publication if approval is not completed on time.
Example: planning Instagram Stories for a florist
In this fictional example, a florist in Ghent wants to post three Stories on Saturday. The sequence shows a bouquet, the price and the collection times.
| Time | Arrangement |
|---|---|
| Thursday, 15.00: pm | The creator supplies three visuals and the accompanying text. |
| Friday, 10.00 am | The reviewer checks the price, stock, collection times and readability. |
| Friday, 13.00 pm | The creator processes the comments. The reviewer approves the revised sequence. |
| Friday, 15.00 pm | The publisher checks the schedule for Saturday at 10.00 am. |
| Saturday, shortly after 10.00 am | The publisher checks on Instagram that the sequence is correct. |
Saturday at 10.00 am is an example here, not advice for increasing reach. The time suits the information about collection. Is the bouquet unexpectedly sold out? The person responsible for the Story must then adjust the schedule before posting.
Checking scheduled Instagram Stories after publishing
Check Instagram itself after the scheduled time. Are all visuals visible and in the correct order? Can you read the text properly? Also test any link.
Is nothing showing? First check the publication status and any notifications in Hootsuite before posting again. Agree on who will handle this so that two team members do not post the same Story.
Then briefly discuss what could be improved. Did the comments arrive on time? Did someone still need to change a price just before posting? Choose one improvement for the next sequence, such as checking prices earlier.
Want to know which Stories your followers like to view? Compare sequences with a similar topic and goal. More views on one sequence do not prove that Hootsuite caused this. If you are also considering paid options, our Instagram services lets you compare packages for views and followers, including the available quantities and prices.
More information about Instagram Stories
- Want to save useful Stories on your profile? Read how to create Instagram Highlights.
- Keep seeing the same Stories? Read the explanation about Instagram Stories that keep repeating.
- Want to know what someone notices when you capture a Story? Read whether Instagram sends a notification for screenshots of Stories.
