Summary: Want your post to go live at exactly the right moment, even across time zones or shift rotations? This guide explains how to schedule Updates and News items in advance on desktop and mobile, where to find your scheduled posts, and what happens when a scheduled post contains a video.
How to schedule a post on desktop
By default, posts are published to your selected audience immediately. To prepare your announcement in advance and set it to go live later:
- Open the text composer and draft your post, including any images, videos, or file attachments.
- Select your audience (departments, locations, or groups).
- Instead of clicking the standard Post button, click the Schedule button at the bottom of the composer.
- Use the pop-up calendar to select your publication date and time. You can pick a time from the pre-set 15-minute steps or type in your preferred time.
- Click Save to close the date and time picker, then click the active Schedule button once more to confirm.
Time zone and how far ahead: the picker follows the time zone of your own device, and you can schedule posts up to one full year in advance.
How to schedule a post on mobile
- Open the app and tap the Compose icon to start a new Update.
- Choose your target audience or groups.
- Write your text and attach any media (images, videos, or files).
- Turn the Schedule publication toggle to ON.
- Tap the date and time field to open your device's calendar selector and choose your publication moment.
- Tap the active Schedule button in the top corner of the screen to confirm.
Finding your scheduled posts
Your scheduled content, both Updates and News items, is collected in one place. You can reach it in a few ways:
- Menu: click the Scheduled posts item in the menu. On mobile, tap the Scheduled posts tab in the top navigation bar of the app.
- News page: use the filter on the News page that brings you to your scheduled items.
- Desktop composer: click the Scheduled posts icon directly inside the Update composer.
Note: users who do not have permission to publish Updates or News will not see these menus.
Only you can see your own scheduled posts. Other users and administrators cannot view, edit, or manage them. Tip: if your team needs shared visibility of scheduled content, schedule posts from a shared department account. Keep in mind that if the author's account is deactivated or their posting permissions are revoked, their scheduled posts are automatically removed.
Managing a scheduled post
Once you find your scheduled post, you can do the following directly from the overview:
| Action | What it does |
| Edit | Select Edit at the bottom of the card to change your text or swap media files. |
| Reschedule | Select Reschedule to reopen the calendar picker and set a new publication date and time. |
| Toggle interactions | Open the three-dot options menu to enable or disable comments and reactions, just like on a live post. |
| Post now | Plans changed? Select Post Now to skip the timer and publish immediately. |
| Delete | Select Delete to cancel the post permanently and remove it from the queue. |
Video processing and notifications
When you attach a larger, high-definition video to a scheduled post, the platform needs time to process the file in the background so it plays well on every device.
A scheduled post only goes live once its attached video has completely finished processing. If a large video is still processing when your chosen time arrives, the system holds the post and publishes it the moment processing finishes.
As the author, you are kept informed at three moments:
- Confirmation on screen: a pop-up confirms the moment your post is successfully scheduled.
- Video ready: if your post contains a video, you receive a push notification when the background processing has completed.
- Published: when your scheduled time arrives and the post goes live on the Feed, you receive a push notification confirming it.
Frequently asked questions
Can I schedule both Updates and News items?
Yes. Scheduling works for both. Your Scheduled posts overview shows all content waiting to be published, both Updates and News items.
How do I schedule a post from my iPhone or Android app?
Draft your Update in the mobile composer, turn the Schedule publication toggle to ON, tap the date and time field to choose your publication moment, and tap Schedule at the top of the screen to confirm.
What happens if my attached video is still processing when the scheduled time hits?
The platform delays publication until processing completes. The post goes live automatically the moment the video is ready, and you receive a notification.
Can an administrator edit or approve a scheduled post drafted by someone else?
No. Scheduled posts are visible only to their author. Other administrators cannot view or change your scheduled posts. If your team needs shared visibility, schedule posts from a shared department account.
Still stuck?
Email us at support@speakap.com with your network name, the post you scheduled, and a screenshot, and we'll help you out.