Getting Started as a Team User in Publlish
Just been invited to a Publlish organisation? This guide walks you through accepting your invite, understanding your permissions, creating your first post, and getting up to speed with your team's workflow.
You've received an invite to join a Publlish organisation. This guide walks you through your first steps — accepting the invite, understanding what you can do with your assigned role, and getting up to speed with how your team works in Publlish.
Step 1 — Accept Your Invite
- Check your email for an invite from Publlish (check your spam folder if you don't see it)
- Click the Accept Invite link in the email
- If you already have a Publlish account, log in — you'll be added to the organisation automatically
- If you're new to Publlish, create an account — your free account will be linked to the organisation
Once accepted, you'll see the organisation's channels, content, and settings based on your assigned role.
Step 2 — Understand Your Role
Your admin has assigned you a role that controls what you can do in Publlish. Here's a quick summary:
| Role | What you can do |
|---|---|
| Admin | Everything — create, publish, approve, manage settings and team |
| Manager/Editor | Create, edit, schedule, and publish posts; approve drafts |
| Contributor | Create and edit draft posts; submit for approval; cannot publish directly |
| Viewer | View content calendar and analytics; cannot create or edit |
If you're not sure what role you've been given, go to Settings → Team and look for your name — your role is listed next to it.
If you need a different level of access, contact your organisation admin. Full permissions guide →
Step 3 — Explore Your Channels
Go to Channels in the left sidebar. You'll see the social media accounts your admin has given you access to. Depending on your permissions, you may see all channels in the organisation or only a specific set.
If you can't see a channel you expected to have access to, ask your admin to check your channel group settings.
Step 4 — Check the Content Calendar
Go to Calendar to see what's already scheduled. This gives you a clear picture of:
- What content is coming up in the next few weeks
- Which platforms are active
- Any gaps in the schedule you might need to fill
Step 5 — Create Your First Post
If your role allows content creation (Contributor, Manager, or Admin):
- Click New Post
- Select the channel(s) you want to post to
- Write your caption, add media
- If you're a Contributor: click Save as Draft and Submit for Approval — a manager will review before it goes live
- If you're a Manager or Admin: you can schedule directly
Scheduling posts guide → Saving drafts guide →
Step 6 — Understand the Approval Workflow
If your team uses an approval workflow (common in agencies), here's how it works:
- Contributors create posts as drafts and submit them for approval
- Managers/Admins review the drafts in the Pending Approval queue
- Approved posts move to the scheduled queue and publish automatically
- Rejected posts return to the contributor with feedback via Notes
If you're a Contributor, your posts will always go through this step before publishing. This is normal — it's how the team ensures quality control.
Approval workflows guide → Collaborating with Notes →
Things to Ask Your Admin When You Start
- Which channels am I responsible for?
- What is the weekly posting target for each channel?
- What is the approval process — who reviews my drafts?
- Are there brand guidelines or tone of voice documents I should follow?
- Which content tags should I use for my posts?
Getting clarity on these from day one prevents mistakes and speeds up your ramp-up.
Frequently Asked Questions
I accepted the invite but can't see any channels — what's wrong? Your admin may have restricted your channel access to specific groups and not assigned you to any yet. Contact your admin to check your channel group access.
I'm a Contributor but want to publish posts directly — how do I request a role change? Contact your organisation admin and ask them to update your role to Manager. Changing permissions →
Can I be part of multiple Publlish organisations? Yes — you can accept invites to multiple organisations. Switch between them using the organisation switcher in your account settings.
I didn't receive the invite email — what do I do? Check your spam folder. Ask your admin to resend the invite from Settings → Team.
Can I connect social channels to Publlish myself? It depends on your role and the organisation's settings. Contributors generally cannot connect channels. Ask your admin if channel connections are part of your responsibilities.