Want to schedule Instagram Stories together with Hootsuite? First agree on who creates the visuals, who reviews the entire sequence and who publishes it. Assign one person to each Story and set a deadline for approval. Also check which Story and approval options your account offers. This way, you know which steps your team needs to handle itself.
Below, you will learn how to divide the tasks and review 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 approvals as features.
According to Hootsuite’s guide to 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 making your choice, 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?
- Explore Hootsuite if you want to keep your schedule, tasks and approvals in one place.
- Compare Meta Business Suite if your team works only with Instagram and Facebook and mainly wants to schedule posts.
- Post on Instagram yourself if you create few Stories or cannot post a desired element properly through the planner.
Start with one simple Story. Go through all the steps together, from the first version to checking it on Instagram. Then decide which approach suits the way your team works.
Who does what when scheduling Instagram Stories?
Assign one person to be responsible for each Story. They track whether the visuals are ready, the review is complete and the schedule is still correct. Also divide these three tasks:
| Role | Task | When ready? |
|---|---|---|
| Creator | Creates the visuals, writes the text and puts everything in the correct order. | When the entire sequence is ready for review. |
| Reviewer | Checks that the content is correct, the text is readable and the tone and timing are appropriate. | When all changes have been reviewed and the correct version 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 also publish. Have the other person perform the final review. Also agree on who takes over a task if someone is absent.
Arrange access without sharing passwords
Have the administrator check what individual 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 agreements. Record the Instagram account, topic, date, time and person 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 selected time zone.
- Agree on who will check after posting. Add to the schedule who will check on Instagram after the agreed time to make sure everything is correct.
Do you not 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 manually on Instagram. An entry in the calendar does not mean that the Story will also be published.
Reviewing and approving Instagram Stories
Have the reviewer clearly state which version was approved and when it may be posted. “Looks good” alone is not enough: it could refer to one photo or the entire sequence.
An example for your discussion: “Version 03 is approved for Saturday at 10.00: a.m., including all three visuals.” This is example text, not a standard 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 clearly on a phone?
- 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 mentioned accounts correct? Does any link go to the right page?
- Timing: is the information still correct when the Story is posted?
- Approval: has the designated person approved the final version?
Use the approval feature if your account offers it. 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 reviewed again. Agree to postpone publication if approval is not completed on time.
Example: planning Instagram Stories for a flower shop
In this fictional example, a flower shop in Ghent wants to post three Stories on Saturday. The sequence shows a bouquet, the price and pickup times.
| Time | Agreement |
|---|---|
| Thursday, 15.00: p.m. | The creator delivers three visuals and the accompanying text. |
| Friday, 10.00: a.m. | The reviewer checks the price, stock, pickup times and readability. |
| Friday, 13.00: p.m. | The creator processes the comments. The reviewer approves the revised sequence. |
| Friday, 15.00: p.m. | The publisher checks the schedule for Saturday at 10.00: a.m. |
| Saturday, shortly after 10.00: a.m. | The publisher checks Instagram to make sure the sequence is correct. |
Saturday at 10.00: a.m. is an example here, not advice for increasing reach. The time suits the information about pickups. Is the bouquet unexpectedly sold out? The person responsible for the Story then adjusts the schedule before posting.
Reviewing 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 clearly? Also test any link.
Is nothing there? First check the publication status and any notifications in Hootsuite before posting again. Coordinate 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 adjust 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 objective. More views for one sequence do not prove that Hootsuite caused them. 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? Learn how to create Instagram Highlights.
- Do you keep seeing the same Stories? Read the guide to 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.
