When you invite collaborators to Loomly, they will need to create an account, but do not need to subscribe to a plan. Your collaborators can use Loomly for free as long as they do not create calendars of their own. Each person participating in a calendar (including clients) is considered a user, so you can invite as many collaborators as you want within your plan’s capabilities.
1. Inviting Collaborators
Collaborators will only be granted access to the calendars they have been invited to collaborate in.
Here is how you can invite a collaborator:
You can invite collaborators from the Collaborators tab of Calendar Settings, where you can also remove a collaborator's access to a calendar or update their role.
Manage Users also provides you with an overview of the users on your plan. You can access the Manage Users section from the Users section of Account Settings or click the "Manage users" link within your plan's information.
You can invite users, grant them access to other calendars by assigning their role, update user roles for each calendar, and remove users from your subscription.
📝 Note: Even if a collaborator has access to multiple calendars, they will only be counted as one user.
2. Roles
Loomly has 5 predefined collaborator roles: Owner, Editor, Contributor, Viewer, and Client.
Collaborators can be invited to the Editor, Contributor, View, or Client role. You can read more about the permissions offered on each role here.
We also offer Custom Roles, available for high-tier subscriptions, where you can create customized roles to limit what permissions a collaborator has. Not only can you create tailor-made sets of permissions for each of your team members, but you can also limit the dates of the posts they can see, which is particularly useful if a collaboration has a pre-established end date.
📝 Note: The Owner role can't be assigned (as this role is automatically assigned to the user who created the calendar). Owners will need to subscribe to a plan, but collaborators can always transfer a calendar to a subscriber if necessary.
3. Posts Status and Assignments
You and your collaborators can update the post status or the post assignees from List View or Post View.
Depending on your calendar's workflow, here are the post statuses that you will see:
Draft: Posts in the draft state will not be visible to those assigned to the Client role.
Requires Edits: This post status can be used if the post is not approved and needs edits.
Pending Approval: When a post is ready for your approvers to review, use this post status and assign the approvers.
Approved: Approvers can set the post status from Pending Approval to Approved
Scheduled: The post must be in the Scheduled status before the scheduled time to directly publish the post at the scheduled time or to receive push notifications to manually publish the post.
📝 Note: Select "Schedule for publishing" so the post is automatically published or so you receive a push notification to manually publish the post
Published: The post was successfully published or Marked as Published (meaning it was manually published).
Canceled: This post status can be selected if you created content for a post that you no longer would like to publish but prefer not to delete. This is ideal if the client or collaborator does not approve the post, the content is no longer relevant, or perhaps you created several versions of the post with the intent to move forward with the best option.
Passed: The Passed status appears when the post's scheduled time and date has passed because the post was not scheduled in time.
📝 Note: If the post is in the Passed status, please edit the post's scheduled date and time in Step 1 of Post Builder (or Step 2 if the post has a customized date & time), so you can save any post edits or reschedule the post.
📝 Note: The collaborator must be assigned to the post to receive a Loomly notification. Only updating the post status will not send a notification unless you have Assignment Triggers set up for Custom Workflows (available only on our higher tier plans).
Posts can be assigned to one or more collaborators from Post View or List View.
4. Approval Workflows
We offer 3 different approval workflows, which can be updated from the Workflow tab of Calendar Settings.
Depending on your calendar's workflow, there will be different post statuses available. We recommend choosing that workflow that best suits your needs depending on the number of collaborators responsible for approvals.
📝 Note: With Lite and Zero Workflows, your collaborator will need to update the post status to "Schedule" if they approve the post.
5. Custom Workflow (available for users on the high tier plans)
Custom Workflow settings allow you to control Assignment Triggers and State Guards to streamline your approval process and boost your team's efficiency. This can be configured in the Workflow tab of Calendar Settings.
Assignment Triggers will automatically assign users listed once the status of a post has been updated. Rather than manually assigning the posts to your collaborators, you can set a Trigger to automatically assign users for different post statuses based on your Custom Workflow settings.
State Guards require action from one or more users to move the post into the guarded state. This is useful if you would like posts to be approved by specific users or to prevent your collaborators from scheduling posts before the post has been acted upon by specific users.
You can read more about Custom Workflows here.
6. Export Content
Content Export lets you extend collaboration offline and overview your activities, which is useful for offline meetings and offline approvals.
You can export the following:
List View, Calendar View, and Post View as PDF files
Advanced Analytics as a PDF or CSV file
To manually export content, you simply need to click on the Export Content icon from the calendar's toolbar:
Set up Scheduled Reports to have a recurring schedule to automate sending Analytics PDF reports to several recipients.
7. Notifications
Your notification settings can be accessed from the Notifications tab of your Account Settings.
You can either disable email notifications for certain activities or update the email frequency for specific activities for each calendar you can access.
You can also uncheck the activities for which you do not want to receive mobile push notifications.
With higher tier subscriptions, you can connect Slack and Microsoft Teams to receive your Loomly notifications in those workspaces!