Learning how to schedule Instagram posts in advance is the easiest way to save time on the platform so that you can focus on what matters.

The more complex your Instagram marketing efforts are, the more helpful a scheduling tool becomes. This is true whether you own a small business or manage a global team. Consistent, high-quality content is easier to plan, craft and share when you automate some of the grunt work.

In this article, we’ll go through how to schedule posts on Instagram, including the best Instagram scheduling tools for Business, Creator and personal accounts.

Bonus: Download our free, customizable social media calendar template to easily plan and schedule all your content in advance.

How to schedule Instagram Posts (for Business accounts)

Can you schedule posts on Instagram Business? You sure can!

Visual learners: Watch this video for demos of how to schedule Instagram posts and Stories with Creator Studio and Hootsuite. Everyone else: keep reading.

Brands with business profiles can use third-party apps like Hootsuite to schedule posts across multiple social media platforms, including Instagram, Facebook, TikTok, Twitter, LinkedIn, YouTube and Pinterest.

You can schedule feed posts, Stories, carousel posts, and Instagram ads with Hootsuite.

Before you start, make sure to switch to an Instagram Business or Creator account — it’s free, and it only takes a minute. If you’d rather stick to a personal account, we have a section for you coming up.

1. Add your Instagram Business account to your social media management platform

If you’re using Hootsuite, it’s easy to link your Instagram account. From the Hootsuite dashboard:

  • Click your profile icon in the bottom left corner
  • Next, click Social Networks and Teams
  • Select + Private Network in the bottom-left corner
  • Choose Instagram from the list of networks, and then click Connect with Instagram
  • Input your account credentials

Add Instagram business profile to Hootsuite account to schedule Instagram posts

For more details on this process, check out our very thorough help article.

2. Compose your Instagram post

In your Hootsuite dashboard, click the Create icon, then select Post.

In the Post To field, choose your preferred Instagram account from the list.

Now go ahead and upload your visuals (or select them from your content library). You’ll also want to write an engagement-driving caption, add your hashtags, tag relevant accounts, and add your location.

Your draft will show up as a preview on the right.

Hootsuite upload visuals or select from content library to schedule Instagram posts

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If you haven’t already prepared your image for Instagram, it’s easy. Click Edit Image to crop your visual to the required aspect ratios (that is: 1.91:1 or 4:5), filter it, and otherwise perfect it.

You can also edit your image using Canva’s editor inside the Hootsuite dashboard. No more switching tabs, digging through your “Downloads” folder, and reuploading files — you can seamlessly create beautiful visuals from start to finish without leaving Hootsuite Composer

To use Canva in Hootsuite:

  1. Log in to your Hootsuite account and head to Composer.
  2. Click on the purple Canva icon in the bottom right corner of the content editor.
  3. Select the type of visual you want to create. You can pick a network-optimized size from the drop-down list or start a new custom design. 
  4. When you make your selection, a login pop-up window will open. Sign in using your Canva credentials or follow the prompts to start a new Canva account. (In case you were wondering — yes, this feature does work with free Canva accounts!)
  5. Design your image in the Canva editor. 
  6. When you’re done editing, click Add to post in the top right corner. The image will automatically be uploaded to the social post you’re building in Composer.

Using Canva in Hootsuite Composer

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3. Find the best time to post

Posting at the right time can help you reach your audience when they’re online. Plus, early engagement tells the Instagram algorithm that people like your content (a.k.a. gives it a nudge to surface it in more users’ feeds).

Hootsuite’s Best Time to Publish feature shows you your best time to post on Instagram based on your posts from the past 30 days. It groups posts by weekday and hour to identify when your posts had the highest impact, based on average impressions or engagement rate.

To find your best times to post, save your post draft and follow the instructions below:

  1. In the left-hand side menu, click Analytics.
  2. Then, click Best time to publish.
  3. In the dropdown menu at the top of your screen, select the Instagram account you’re posting to.

You will see a heatmap highlighting your best times to post (based on your account’s historical performance). You can switch between two tabs: “Build awareness” and “Boost engagement” to find the time that will work best for your specific goals.

Find the best time to schedule Instagram posts

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4. Schedule your post

All right, now comes the easy part. Click Schedule for Later in the bottom right, and select the date and time you’d like your post to go live.

If you skipped the step above and didn’t go to analytics to look up your best times to publish, you will see a couple of recommended posting times once you select a date. You can pick one or manually set a time.

screenshot showing the feature in Hootsuite to help schedule Instagram posts

That’s it! You can review your scheduled posts in the Hootsuite Planner, and edit them there before they go live, as well.

Hootsuite Visual Planner

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How to schedule Instagram posts (for personal accounts)

Finally, let’s take a look at how to schedule an IG post for those of us using personal profiles.

If your Instagram profile is neither a creator nor a business account, don’t worry. You can still schedule your posts; there are just some extra steps involved. In short: Hootsuite sends you a mobile push notification at the scheduled time, which reminds you to log in and tap publish.

1. Add your Instagram profile to your social media management platform

For self-evident reasons, we’ll pretend that your preferred management platform is Hootsuite. From the Hootsuite dashboard:

  • Click your profile icon in the bottom left corner
  • Next, click Social Networks and Teams
  • Select + Private Network in the bottom-left corner
  • Choose Instagram from the list of networks, and then click Connect with Instagram
  • Input your account credentials to integrate the accounts.

You’re also going to want to set up the ability to use mobile push notifications. Follow these steps on your phone:

  • Download the latest version of the Hootsuite mobile app onto your phone
  • Open the Hootsuite app, tap your profile icon in the upper left corner, go to Settings, then Notifications
  • Find your Instagram profile in the list and ensure Send me a Push Notification is on

2. Compose your post

You know the drill: write a good captionuse the right hashtags, tag relevant accounts, and add your location.

If you want to level up your posts, check out our list of Instagram marketing tips. Or else read up on the latest Instagram trends in 2023.

3. Schedule your post

The key difference between business and personal accounts? Posts scheduled for a personal account don’t publish automatically. Instead, you’ll get a mobile notification.

You’ll still want to check your Instagram analytics and make sure you select the best time to post.

Go ahead and pick your time and date, then click Schedule.

Schedule Instagram posts for non-business profiles

4. Publish your post

When the time comes, you’ll receive a push notification on your phone to remind you to post to Instagram. Note that this is essentially the same process for scheduling your Instagram Stories (no matter what kind of account you have).

The process for posting looks something like this. The Hootsuite app will take care of most of the work, but you need to open Instagram, paste your caption in, select your photo, et cetera. Not tough brain work, but give yourself five minutes to triple-check that everything’s right.

Publish Instagram post to non-business profile using Hootsuite

And voila! You’ve done it!

How to schedule Instagram posts with Creator Studio

Can you plan your Instagram feed on Facebook? You sure can — if you have a Business or Creator profile on Instagram. Facebook’s native Creator Studio allows you to craft and schedule Instagram posts from your computer.

Note that while Creator Studio is a handy Facebook scheduler for Instagram, it’s currently not possible to post or schedule an Instagram Story from Creator Studio. To do that, you’ll want to check out our post on how to schedule Instagram Stories.

In general, Creator Studio is a good tool if you only want to schedule Instagram and Facebook posts (and don’t mind not being able to schedule Stories). But most social media pros can save a lot of time and energy using a social media management tool and handling all social channels from a single dashboard.

A tool like Hootsuite will help you schedule content to Instagram and Facebook pages, as well as TikTok, Twitter, LinkedIn, YouTube and Pinterest, all in one place. Here is how Creator Studio compares to Hootsuite:

comparison of Hootsuite and Creator Studio

To schedule Instagram posts from your computer using Creator Studio, follow these steps:

  1. Link your Instagram account to Creator Studio.
  2. Click the Create Post button.
  3. Upload your visuals (photos or videos — you can upload multiple files to create a carousel post).
  4. Craft your post (write your caption, add emojis, mentions and hashtags).
  5. Click the arrow beside the blue Publish button, and select Schedule.

Using Creator Studio to schedule Instagram posts: Step 2

That’s it! Now you can lean back and check your DMs.

What about cross-posting?

If you’d like to streamline your process even further, you can also consider cross-posting.

Cross-posting is the process of sharing similar content across multiple social media channels. It’s a handy choice for businesses with smaller budgets and less time to personalize content.

You can use cross-posting (via Hootsuite or Facebook Creator Studio) to set Facebook to post to Instagram. It’s not always the best choice for truly engaging content, though.

We’ve got more details in our in-depth guide to cross-posting. If you’re serious about scaling your Instagram marketing efforts, you’ve got better options.

Best practices for scheduling Instagram posts

If you’re ready to take the plunge and get real efficient with your posting habits, these tips will help keep you ahead of the game.

1. Post at the best time

In general, posting when your followers are online is key. That’s because the Instagram algorithm prioritizes recency. This means that, generally, a newer post will show up higher on your followers’ newsfeed than an older one.

That’s one reason why simple cross-posting may not work. Your audience on Facebook may be active from 6-10PM on weeknights, but browsing Instagram from 1-4PM.

The right Instagram analytics tool will tell you when your audience is most likely to be online and/or engage with your post.

For the Hootsuite social media team, that time is 8AM-12PM PST, or 4-5PM PST on weekdays. For you, it might be different.

Luckily, Hootsuite’s Best Time to Publish feature can show you your best time to post on Instagram based on your posts from the past 30 days. It groups posts by weekday and hour to identify when your posts had the highest impact, based on average impressions or engagement rate. Then it suggests the best times for you to post moving forward.

Followers online by hour for Instagram in Hootsuite's Best Time to Publish feature

It will also suggest time slots that you haven’t used in the last 30 days so that you can shake up your posting habits and test new tactics.

2. But don’t schedule too far in advance

If we learned anything in 2020, it’s that the world is changing faster and faster. That’s why automating Instagram posts is a little more nuanced than “set it and forget it.”

When it comes to Instagram scheduling, going much farther than a week in advance can start to increase the risk of something going sideways. You don’t want to cause a social media crisis for your brand by posting something insensitive. If something unexpected happens, you may need to pause your posting calendar entirely. You might even need to  use your social channels to communicate through a crisis.

Our advice: keep your finger on the pulse, and stay nimble.

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3. Be ready to press pause

If you do schedule your posts far in advance, it’s not the end of the world. Sometimes you need a full two weeks of vacation!

Just make sure you’re using an Instagram scheduler that allows you to press pause on all upcoming content if a crisis or emergency suddenly occurs.

With Hootsuite, pausing your scheduled social media content is as simple as clicking the pause symbol on your organization’s profile and then entering a reason for the suspension. (This is actually one of our favorite Hootsuite hacks.)

Use the pause button in Hootsuite dashboard to pause scheduled Instagram posts

Source: Hootsuite

4. Don’t get spammy

Yes, the miracle of Instagram scheduling means you can now increase your quantity of posts without sacrificing quality. But should you?

The short answer is “maybe.” The long answer is “maybe, if you can maintain consistent quality at that pace over the long term.”

Consistency matters more than frequency when it comes to engagement. Remember that the algorithm prioritizes good relationships: if your followers are engaging with your Instagram content, the algorithm will show more of it to them.

5. Optimize and edit

No matter how busy you are, make sure you take a fresh look at that copy before it goes live.

And for big teams with a lot of moving parts, an internal multi-stage approval system is ideal for preventing a gaffe.

But though words are important to any social media post, visuals are key on Instagram. Get yourself an Instagram scheduler that allows you to edit your photos in the same dashboard you publish from. It’ll save you much more time and ensure that your images are fully optimized before posting.

Shout out to Hootsuite’s image editor, which can crop your image to the correct size for any social network. It also has an extensive filter library (useful for those of us who would rather leave photo editing up to the professionals). Watch the video below for a preview of the tool.

6. Analyze and adjust

Now that you know how to schedule posts on IG, you’ve got time to take a look at the big picture.

Are you creating content that works for your audience? What’s earning likes? What’s falling flat? Choose your preferred Instagram analytics tool and start exploring.

Use Hootsuite to schedule Instagram posts at the best time, respond to comments, track competitors, and measure performance—all from the same dashboard you use to manage your other social networks. Start your free trial today.

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