How to Set Up and Use Hootsuite Teams

By Mike Allton | 1 year ago | Skills | No Comments

Video thumbnail for vimeo video Organize Your Owls With HootSuite Teams – News Roundup - HootSuite Social Media Management

Mike Allton is an Internet Marketing Consultant and certified HootSuite Solution Partner. This article, on how to schedule social media posts, is the fourth in a series on making the most of your HootSuite account and was originally published on The Social Media Hat. View the original here.

What are HootSuite Teams?

HootSuite allows businesses to create a hierarchy of structure and functionality within the dashboard in order to facilitate internal communication and workflow. HootSuite’s Team structure is comprised of Organization, Teams, Team Members and Social Profiles.

Organization: this is the highest level entity in HootSuite and would typically represent your entire business and account. An Organization contains Teams, Team Members and Social Profiles.

Teams: these are groups of users collaborating together on various Social Profiles within an Organization.

Team Members: these are users invited to manage Social Profiles within a Team.

HootSuite account administrators can completely tailor their organization by creating and customizing Teams, shuffling and assigning Team Members, and adding and arranging Social Profiles to best suit your needs.

With this structure in place, administrators can manage a variety of Teams and permission sets. The permission levels are very granular, but default permissions can be set and applied to each new Team Member as they are created.

New Teams can be be created on the fly, and multiple Teams can be merged if needed.

How to Create HootSuite Teams

To get started, you first have to have one or more Organizations. Go to your Profile within the HootSuite Dashboard and click on Start Collaborating. This will get you started on creating your first Organization. You can specify a name for the organization (typically your business), and you can select all possible Social Profiles that are associated with that Organization.

HootSuite-Create-Organization
How to create an organization

Once finished, you’ll see your Organization control center that displays all of your Teams, Team Members and Social Profiles. Initially, it will be just you, and you’ll have no Teams. You can add more Team Members by clicking on the Invite Members tab and inserting their email addresses. If you have Teams already set up, you can assign them to appropriate Teams immediately.

To begin creating Teams, simply drag one or more Team Members into the Teams area, or click on Add a Team. Similar to your Organization, you will be prompted to create a Team name, and to assign relevant Social Profiles. Again, this is where Team functionality is so appropriate, as your Marketing Team may not need access to the same social networks and accounts as your Customer Service Team.

How to create a team within HootSuite
How to create a team within HootSuite

You can create multiple Organizations and switch back and forth as needed using the selector in the upper left corner. Within each Organization, you can add and edit your Teams, Team Members and Social Profiles easily. Each Team, Team Member and Social Profile has a settings icon in the upper left corner if you mouseover that entity that gives you access to manage assignments and permissions.

HootSuite Message Assignment

As mentioned, if one Team Member sees a tweet or status update that another Team or Team Member needs to see and respond to, they can Assign that Message to whomever it would be appropriate. This initiates an internal workflow where the initial message, assignment and resolution is all documented, and your HootSuite administrator view and monitor assignments as needed.

HootSuite Conversations

HootSuite includes an internal chat system for Teams and Team Members that they can use to communicate with each other without having to leave the HootSuite dashboard. While great for team communication, particularly for remote teams, the real value is in it’s integration with the rest of HootSuite.

Team Members can send any tweet or message from any connected social network into a Conversation. Teams can then discuss the message, like or retweet or even broadcast back out to social networks.

Using Conversations, Teams can discuss issues or opportunities that come up on social media, come up with a plan of action and response, and then implement it. With the breakneck pace at which social network communication flies, being able to quickly identify, collaborate and respond to such messages can be critical.

Free versus Pro

Teams are a feature that is only found within the HootSuite Pro and Enterprise editions.

Your HootSuite Pro account includes 1 Team Member and up to 9 more can be added. The plan also includes up to 50 social profiles. If you need more users and/or profiles, HootSuite Enterprise is a great option.

Examples and Uses

Businesses who have a Marketing Department and a Customer Service Department might share the same Facebook Page with both department Teams, but have a separate Twitter account just for “help”. Whenever the Marketing Department monitors a customer service issue where the client mentioned the primary Twitter account, the tweet can be forwarded to the Customer Service Team and they can respond and assist using their Twitter account.

Corporations who have a CEO and other C-level individuals and plan to use HootSuite for managing their personal social networks can isolate those networks to an Executive Team and leave the branded accounts for the Marketing Team.

Companies can use a Business Development Team that is assigned sales leads that come in as comments and responses to social network status updates, and the Team can be given access to the networks and profiles most appropriate for lead generation and business development. For instance, such a Team may need access to LinkedIn profiles, company pages and groups, but not a branded Facebook Page.

Agencies and Individuals who want to use a single HootSuite account to manage multiple businesses and brands can use Teams to represent each different brand, and connect and assign that brand’s profiles accordingly. Though my personal preference is to set up a new HootSuite account for each business that way have complete ownership and control over the HootSuite profile.

These are the ways businesses can use HootSuite Teams to complement internal organizational structure and ensure consistent levels of communication and campaign management.

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29 comments
katieulch
katieulch

My apologies if this has already been asked: Is there a way for someone who was assigned a task on Twitter to see the conversation from the Assignments tab?

Mike Mutzel
Mike Mutzel

Man Hootsuite is one clunky a$$ way to manage a team. Really not intuitive or user friendly.... I would suggest improving interface. 

JenH
JenH

Hello - is there a permission that allows a team member to view a social network stream and scheduled posts without being able to edit or change them?

Jodypainter6
Jodypainter6

Are you able to have workflow, so that if a team member composes a response, it can be checked by the Super Admin before it is posted.

dhoang
dhoang

Hi there, 


Please could you provide a cost for an annual lump fee with Hootsuite Pro? We'd like to add the account to our corporate memberships but the monthly fee isn't something that is easily processed every month. 


Thank you!

billtb
billtb

I'm a bit confused. Our business has three partners, each with separate Twitter, Facebook, and Linked-In accounts. We would like share responsibilities for creating posts across the social platforms - and to be able to add each person's individual accounts. Do we create a team and invite each person to be team members and then to add their own accounts? Or am I missing the boat somehow? It feels like this should be easier .... 

CanAdelaidian
CanAdelaidian

Does each member of an organization have to set up a unique "streams" dashboard, or is there a way to have a default streams view that people will see when they are added to an organization or team?


Thanks!

Helpful4you
Helpful4you

I am lost guys. I have a PRO account and thought I am able to add 1 person that can help me so I can outsource some tasks, but it looks like that that 1 seat that is included in PRO is myself. That does not make any sense to me. I am really confused. I am I able to assign someone else to outsource social media account or not or how do I proceed?

jmarks
jmarks

Hi there, 


we created 2 teams for our corporate Hootsuite account. One Team as Super-Admin being able to handle all of our social media accounts and the second team to handle one account for the US market only. 


But the US Market is not able to see what the other team has scheduled. Now we are wondering if it is possible that the second team can see the Super Admin´s scheduled messages too ?


I hope you understand our issue and we would really appreciate your help.

Kara
Kara

Hi,

I'm trying to create multiple logins for a corporate Hootsuite account because right now 3 people cannot be on the same account simultaneously. How does this work with teams?

Kay
Kay

Hi - I have a pro account and 3 premium seats used but your blog says I can add up to 9 team members? I have to pay an additional $9.99 per month already for one of my team members and it is asking me to pay if I want to add a fourth? How many team members can I add with my regular pro account??

shrodit
shrodit

Is there a place on HootSuite that my administrator can leave messages or notes for the accounts that I am working on?

Darren
Darren

So, can I create teams and be the only user? My real intended purpose is to be able to create groups of social media profiles, not so much teams. 

Hootsuite_Help_Desk
Hootsuite_Help_Desk moderator

@katieulch Hi Katie! I hope I understand this correctly, but it sounds like you're wanting to see the Tweet you're assigned from the Assignments section of the dashboard, right? If so, you can click right on the Assignment Message to view this, and one you've clicked there, you can click "View/Comment" to post a response. I hope this helps!


Best,

Megan @Hootsuite_Help - http://hootsuite.com/help


Hootsuite_Help_Desk
Hootsuite_Help_Desk moderator

Hi @JenH - thanks for your question!


You can set permissions for your Team Members at the Organization, Team and Social Network lever; however, it is not possible to set someone with 'read-only' permissions. 


For more information on Organization Permissions please see: https://help.hootsuite.com/entries/21765323-About-Organization-Team-and-Social-Network-Permissions


I hope this helps and please let us know if you have any further questions.


Best,

Kathleen | @Hootsuite_Help | Hootsuite Help Desk - http://ow.ly/dBnBz

Hootsuite_Help_Desk
Hootsuite_Help_Desk moderator

@Jodypainter6  Hi there,


Thanks for reaching out to Hootsuite through our blog.


As it turns out, this workflow is not available to Hootsuite Free and Pro users at this time. I suggest adding this to our Feedback Forum as our Dev Teams regularly reviews the suggestions for possible future updates: http://feedback.hootsuite.com/


Please let us know if you have any further questions. We are happy to help!


Best regards,

Christian | @Hootsuite_Help | Hootsuite Help Desk - http://ow.ly/dBnBz

Hootsuite_Help_Desk
Hootsuite_Help_Desk moderator

Hi @billtb - thanks for your question!


You're correct! You would create an Organization with Teams to organize the various Social Profiles. You would then invite your colleagues to the Organization and grant them the appropriate permissions for each Team or Social Network, in order to collaborate. If they do not already have Hootsuite account, an account will be created for them when you invite them to your Organization. 


You can find step-by-step instructions on how to set this up here: https://help.hootsuite.com/entries/21690938-Quick-Start-Guide-Organizations


I hope this helps and please let us know if you have any other questions!


Best,

Kathleen | @Hootsuite_Help | Hootsuite Help Desk - http://ow.ly/dBnBz

Hootsuite_Help_Desk
Hootsuite_Help_Desk moderator

@jmarks  

Hi there!

You are able to add the same social network to multiple teams allowing your various team members to have access to these networks. You are also able to customize permission levels for your team members and social networks.

For more information on managing your Organization's team members, please see the following HelpDesk article:

https://help.hootsuite.com/entries/22335496-Managing-an-Organization-s-Teams

If you have any further questions, please tweet us (HootSuite_Help) and we'd be happy to help!

Cheers,

Whitney | @HootSuite_Help | http://hootsuite.com/help

Hootsuite_Help_Desk
Hootsuite_Help_Desk moderator

@Kara  Hi Kara!
I'm excited to hear that you're looking at building out a team in HootSuite. The team functionality and collaboration features are available through our Pro plans. 

Once you've upgraded to Pro, this article has some great step by step instructions for how to create an organization and invite members: http://ow.ly/tWULa. Note that each Pro account includes the ability for two members so you would need to add another seat through your account billing page. 

I hope this helps but if you have any further questions, you can reach us on Twitter @HootSuite_Help.
Best,
Nicole @HootSuite_Help - http://hootsuite.com/help

Hootsuite_Help_Desk
Hootsuite_Help_Desk moderator

@Kay  Hello Kay!

I apologize for the delay in getting back in touch with you. We really appreciate you reaching out to us and are eager to begin helping you now. 

Please note that each Pro account comes with the ability to add one Team Member to the Organization at no extra cost. Each additional Team Member after this will cost a supplemental monthly fee. The 3rd Member will cost $10/month and members 4 through 10 will be $15/month. 

For more information on the Pro Plans and other supplemental features, please see: https://hootsuite.com/plans/pro

I hope this helps clarify Kay! Should you have any further questions, please reach out to us over Twitter via @HootSuite_Help.

We'd be delighted to help you further there!

Best regards,

Paige @HootSuite_Help - http://hootsuite.com/help

HootMatt
HootMatt moderator

@Darren Yes Darren you can create one-person teams. But you may find it more useful to create additional "organizations", especially if those organizations correspond to different companies for whom you're managing social media. 

Hootsuite_Help_Desk
Hootsuite_Help_Desk moderator

@Isabella Lo @HootSuite_Help_Desk  

Hi Isabella,

Thank you for your reply and my apologies for the delay in our response. We really appreciate your patience!

To clarify, Pro accounts are able to have up to 9 team members on the account. This is why the pricing plans specifies 1-9 additional team members.

I hope this helps to clarify this, Isabelle! Please contact us on Twitter at @HootSuite_Help for any further questions. We'll be happy to help!

Thank you, Isabelle!

Kind regards,

Amy @HootSuite_Help - http://hootsuite.com/help

superdisappointed
superdisappointed

@HootSuite_Help_Desk oh man that is really misleading! I signed up with the expectation that we would be able to add team members with no additional cost. Apparently I'm not the only one. Sign up for the Pro and you get a few things but have to pay for more. Adding 3-4 extra team members is pretty common, so should be covered in the Pro version.


I'll be using something else other than Hootsuite from now on! No more "Pro" version for me. SUPER disappointing.

Hootsuite_Help_Desk
Hootsuite_Help_Desk moderator

@superdisappointed Please accept my apologies for the confusion this may have caused. 


With your Pro Plan, you are able to invite 1 Premium Team Member to your Organization. After this, each additional Team Member will need to be added to your Monthly or Annual Plan.


You can find more information on the Pro Plan features and Add-On features here: https://hootsuite.com/plans/pro/add-ons


Kind Regards,

Kathleen | @Hootsuite_Help | Hootsuite Help Desk - http://ow.ly/dBnBz