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Scheduler: Statuses & Publishing Flow
Scheduler: Statuses & Publishing Flow

How to work with statuses in the ZoomSphere Scheduler App.

Tereza avatar
Written by Tereza
Updated over a week ago

Each post created in ZoomSphere Scheduler App needs to have a status assigned. A different status will help you navigate various stages of your planning and publishing flow.

The Scheduler app has a set of default statuses assigned manually to your posts (these can be customized, too).

  • Private draft

  • In Progress

  • Needs Review

  • Approved

On top of that, there are two system statuses. These are assigned to your posts by the system and cannot be deleted.

  • Published – is assigned to a post once automatically published to your social media.

  • Errors – is assigned in case of any issue with automatic publication. You can read more about this feature here.

The status of your post can be changed in post detail, which allows you to move it further in the publishing process.Β 

Status Settings

Access Status Settings from your Master Account:

You can make changes to mirror your publishing and approving flow and grant your teammates permission to view and edit posts in specific statuses.

Status Name

A status name can be changed or translated into your local language accordingly to your preferences.

Email Notifications

Add an email address you wish to be notified of when the post changes to a certain status.

πŸ‘‰ For instance, you can add your client's email address to Needs Review status, and ZoomSphere will automatically notify your client once this status is set to your post. πŸ˜‰

Publish action

This feature is essential, as it allows posts in the Approved status to be automatically published at the scheduled time to your social media accounts. πŸ’‘

πŸ‘‰ By default, this action is assigned to Approved status. This means that ZoomSphere will automatically publish only posts that are approved and set in this status.Β 


Every role can be assigned Read/Write permissions to each status. If a teammate with a specific role has both Read and Write permission for the particular status, they can view and edit a post in this status.

Read = View

Write = Edit

  • Owner – the user who created the post

  • Client – role based on user's settings for a given page

  • Editor – role based on the user's settings for a given page

  • Admin – role based on user's settings for a given page

Note: Set up the Scheduler role in Master Account Settings – Users & Team – User Information card – Data Sources. πŸ‘‰

Learn how to customize and create new statuses πŸ‘‰ Scheduler: Customize your Statuses.

πŸ‘‰ User's Roles

Client – can only see Discussion with client (after the post is published, they can see the Post-performance menu). They cannot see the Internal comments.

Editor – can see both: Discussion with client and Internal comments. They also see the Post-performance menu. The editor doesn't have the Publish now button.

Admin – can see both: Discussion with client and Internal comments. They also see the Post-performance menu. Admin has the Publish now button.

The Owner role explained

If you create a post in Scheduler, you are its Owner, no matter if you have the Client/Editor/Admin role. πŸ™‚

That is why if your post is in Private draft status, nobody else from your team can see the post unless you change its status.

In the picture below, in the Status Settings, you can see that only the Owner has permission to Read/Write.

Private draft status was designed for Owner use only. But you can customize these settings based on your needs.

If you mention any team member in the comment section, your teammate won't be able to enter the post either. This applies to the Master account too! Once you change the status to another one, it will become visible to others.

Regarding the status Approved, the Owner role is no longer important as you have one of the mentioned roles, so you will be able to see it anyway.πŸ™‚

Approved: the Owner role is no longer important here.

If you have any questions, don't hesitate to contact us via the in-app chat or our email πŸ™‚

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