Do you 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 to each Story and set 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 handle itself.
Below, you will learn 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 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 assignment and approval as features.
According to Hootsuite’s explanation of planning Instagram content you can also schedule Stories through Hootsuite. Do check which options your account currently offers.
Hootsuite, Meta Business Suite or posting yourself?
When making your choice, focus especially on what is currently going wrong. Are you losing comments? Does no one know who may 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 for Instagram and Facebook and mainly wants to schedule posts.
- Post yourself on Instagram if you create few Stories or cannot properly post a desired element through the planner.
First try one simple Story. Go through all the steps together, from the first version to checking it on Instagram. Then see which method fits the way your team works.
Who does what when scheduling Instagram Stories?
Make one person responsible for each Story. This person tracks whether the visuals are ready, the check has been completed and the schedule is still correct. Also divide these three tasks:
| Role | Task | When is it ready? |
|---|---|---|
| Creator | Creates the visuals, writes the text and puts everything in the correct order. | When the entire sequence is ready for checking. |
| Checker | Checks whether 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 has been approved. |
| Publisher | Checks the account and schedule, arranges the posting and then checks Instagram. | When the Story is visible and correct. |
Are you working with two people? Then the creator can also publish. Have the other person perform the final check. Also agree who takes over a task if someone is absent.
Arrange access without sharing passwords
Have the administrator check which 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 checker not work in Hootsuite? Then put the entire sequence in one shared document. 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 texts 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 in advance. The available options may differ.
- Have the entire sequence checked. 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 set time zone.
- Agree who will check after posting. Include in the schedule who will check on Instagram after the agreed time whether 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 who will post the Story manually on Instagram. A calendar appointment does not mean that the Story will also be published.
Checking and approving Instagram Stories
Have the checker clearly state which version was approved and when it may be posted. “Looks good” alone is not enough: it may refer to one photo, but also to the entire sequence.
An example for your meeting: “Version 03 has been approved for Saturday at 10.00, including all three visuals.” This is example text, 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 phone?
- Order: do the visuals connect logically?
- Tone: does the text sound the way your team normally talks to followers?
- Accounts and links: are the mentioned accounts correct? Does any link lead 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 it. Otherwise, you can record the approval in a shared document. Note the version, the checker’s name and the date.
Does a price, visual or other important content change after approval? Have the new version checked again. Agree that you will postpone publication if approval is not completed on time.
Example: scheduling 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 the collection times.
| Time | Agreement |
|---|---|
| Thursday, 15.00 | The creator delivers three visuals and the accompanying texts. |
| Friday, 10.00 | The checker reviews the price, stock, collection times and readability. |
| Friday, 13.00 | The creator processes the comments. The checker approves the revised sequence. |
| Friday, 15.00 | The publisher checks the schedule for Saturday at 10.00. |
| Saturday, shortly after 10.00 | The publisher checks Instagram to see whether the sequence is correct. |
Saturday at 10.00 is an example here, not advice for increasing reach. The time fits the information about collection. If the bouquet unexpectedly sells out, the person responsible for the Story has the schedule adjusted before posting.
Checking scheduled Instagram Stories after publication
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 there? First check the publication status and any notifications in Hootsuite before posting again. Agree who will handle this, so 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 have to adjust a price just before posting? Choose one improvement for the next sequence, such as an earlier time to check prices.
Do you want to know which Stories your followers like to watch? Compare sequences with a similar topic and goal. 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
- Do you want to save useful Stories on your profile? Read how to create Instagram Highlights.
- Do you keep seeing the same Stories? Read the explanation about Instagram Stories that keep repeating.
- Do you want to know what someone notices when you capture a Story? Read whether Instagram sends a notification for screenshots of Stories.
