How to Manage Instagram Accounts for Clients Almost Effortlessly

You are an Instagram marketing pro who knows how to create captivating Stories and publish amazing posts. What happens when multiple Instagram accounts are needed for your agency?

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Multi-profile management requires planning, teamwork, workflows and a dedicated social media management tool. Fortunately, Agorapulse can help.

Learn how to manage multiple Instagram accounts, while saving time, keeping logins safe, and monitoring all metrics that are important to your clients and colleagues.

Instagram’s Problem with Managing Client Profiles

First, you may be able use Instagram’s mobile application if only one profile is needed for your business. If you have multiple accounts or channels to manage, relying solely on native tools is almost impossible.

Instagram allows you to switch between five accounts at once using the app. Have you just taken on your sixth client. To make room for another profile, you’ll need to log out from one account.

You should be prepared to remove security alerts and redo client account verifications regularly if you plan to log in and out of the Instagram app a lot.

You could also consider purchasing additional devices to support client accounts if you have the funds.

The Instagram app isn’t easy to use, even if you don’t mind account switching and device management. It also doesn’t allow you to track publishing, engagement, social listening, or social listening for multiple accounts. Instead of showing you a complete overview of your account activity, the app forces you to tap on each profile to manage them individually.

What’s the solution?

Agorapulse allows you to add as many Instagram accounts as you want to your dashboard – from three (free plan), to 40+ (enterprise plan). This allows you to manage all client accounts without worrying about limitations on your device.

Agorapulse dd Instagram Accounts

Let’s take a look at how to manage Instagram accounts using Agorapulse.

Open your dashboard by clicking the profile icon at the upper left corner. Select Add a profile to social media. Next, click Instagram Business profile.

If you don’t have a linked Facebook account, you will need to log in. Agorapulse will populate a list with the Instagram Business accounts that you can access once you have done so.

add Instagram Business accounts to Agorapulse

Click the orange Add button next any Instagram account that you wish to manage. Next, click the blue “I’m done adding Instagram accounts” button.

You can now manage your clients’ Instagram accounts from the dashboard. You don’t need to provide additional verification codes or clear more security alerts. They will remain logged in.

Assign Permissions to Team members

Next, invite your team members to join you.

Agorapulse makes it easy to complete this step without needing to involve clients or go through additional security checks each time you give access to a colleague.

Click the profile icon on your Agorapulse dashboard to assign permissions to team members. Open Organization settings, and then select Team. To change permissions, click on the pencil icon beside any team member.


assign Instagram account permissions

Team members are not granted access to any new accounts that you link by default. To grant access, switch the account permissions off and select a role. Admins have full access and can add more members to their teams, but guests only.

How your team can excel in social media collaboration

Once you are done, click on the orange Update button. Your colleague will be able access the Instagram accounts that you have selected from their Agorapulse dashboard.

Agorapulse Group Accounts

Agorapulse automatically displays new accounts when you link them to it. It takes just a few minutes to organize your clients’ accounts.

Select Organization settings by clicking on your profile icon. Next, select Menu / Groups. You can now change the order in which your social media accounts are displayed or arrange them into categories.

Give it a name and select Create new group. Drag and drop profiles to the group. After you are done organizing, click the orange Save button. You’ll be able to see all of your groups in the left-hand navigation menu when you return to your dashboard.


how to manage Instagram accounts with Agorapulse

Your team’s goals, needs, and preferences will determine the best way to manage client social media accounts.

Here are some ideas:

For each client, create a group.

These settings will apply to all members of your team. This means that the groups you create can be used to help your colleagues stay organized.


conquer social media inbox with agorapulse social media management solution header image

How to organize creative assets for Instagram

Are you ready to create your content workflow? Agorapulse’s media gallery allows you to upload and organize all of your clients’ creative assets. This allows you to save time and avoid having to sort through email or worry about accidentally posting the wrong video or photo.

Navigate to the Library and click on the orange Create New button. To make it easier to find files, create a folder for each client. You can also use subfolders to organize your files. You might create subfolders for Instagram content, or each campaign.

You are now ready to upload content. Drag and drop files directly into your media library, or click on the Create New button for files to be uploaded.


Agorapulse content library

After you have added files, click on the file to edit. You can edit the asset details window to add alt text, label it, or leave a note for your staff. If your client has approved a photo or video, you can apply an “approved label”.


Agorapulse content library - asset details

The Create New button allows you to add Canva designs into your media library. This integration allows you to use a template or create a new design from scratch. You can also grab ready-made images from your Canva folders. To save your design, click the Publish button and add it to your Agorapulse library.


Canva integration for Agorapulse

The media library allows you to easily search and filter your uploaded files if you get lost. To view files that have the selected label, click on it or enter any term in the search bar.

The best thing? The best part? Your entire team can access the media library. This allows everyone to work from the same files. It can help save time and avoid publishing errors.

Schedule Content for Multiple Cient Accounts

After you have uploaded images and videos, you are able to publish Instagram posts from your media library. Click on any creative asset and click the orange arrow to the right. Then choose Publish this Asset. You can then publish the post by clicking on the composer. You can also create a new post from the Calendar tab.


Agorapulse content library - composer

Choose the Instagram account from which you wish to publish the content. Next, create your post.

Here are some things you can do.

Tag a place.

If you’d like your Instagram feed post to go live immediately after you have created it, click Publish Now. Select Schedule instead if you are planning ahead or batching content creation.


schedule Instagram content on Agorapulse

Select the publication date and time. To keep track of what content you post, add optional publishing labels. Click the orange Schedule button.

You would like to schedule Story content rather than feed posts. Toggle the Send to Mobile switch on the main screen. When it comes time to publish the Story, choose which member of your team should receive a mobile notification.


plan Instagram Stories on Agorapulse

Next, publish or schedule your content. The notification will be sent to the Agorapulse app. They can upload the content to Stories, add stickers, GIFs or text, and publish it directly.

Confirm client approval

Oops! Did you require client approval before publishing the Story or feed post

Many clients don’t find it enough to see creative assets or read captions on Instagram. Clients may prefer to view a preview of the post in order to review all elements.

Agorapulse allows you to seamlessly loop clients into the content creation process.

They could be added to your Agorapulse user account. If you have many clients, however, you won’t be able to give up as many user seats.

A shared calendar might be a better choice. Click the gray Assign button, instead of publishing or scheduling content. Click the link to create a calendar.

Add contact information to your client and select the Instagram accounts you want to display in the shared calendar. Click the orange Save button. You can then assign Instagram posts to clients and anyone else with calendar access once you have created a shared calendar.


Agorapulse shared calendar

Your clients can access the shared calendar to approve posts, make notes or request edits. You don’t need to worry about making mistakes.

Clients can access a shared calendar at any time. Even if they haven’t been assigned any new posts, they can still check it. This means that clients can view everything you have published and planned for their Instagram accounts.

Switch between Instagram Inboxes

Did your Instagram posts get tons of comments and DMs from people? Agorapulse allows you to track and manage all of your clients’ engagements.

To see the total number of new engagements for each account, open your Agorapulse Inbox. Click on any Instagram profile to open your inbox and start sorting.

You can reply to comments or DMs directly from your Agorapulse email inbox. For future reference, you can also bookmark and label conversations and comments. You can, for example, label a DM to follow-up on it or bookmark a comment to be used as a testimonial.


Agorapulse Instagram Inbox - label items

Any inbox item can be assigned to a member of the team. This is a good option if you have a difficult question that requires a specific answer.

Automating a part of your client’s Instagram engagement may prove useful if they have a lot. Agorapulse’s Inbox Assistant allows you to automatically review, delete or assign comments based upon keywords and phrases. These inbox items can be automatically saved and labelled.


Agorapulse Inbox Assistant

You can also track the engagement of users from your Agorapulse email inbox. This is especially useful if you are looking to identify loyal customers or potential influencers or even problematic followers.

Click to expand the right-hand panel to manage users. To keep everyone on the same page, you can either favorite a user or add notes to your team.


Agorapulse Instagram inbox - manage users

You don’t need to go through your email again if you want to look at your loyal customers or potential influencers. To see a complete list, click on the Fans & Followers tab. You can search by keywords, labels or favorites.

Instagram: Manage social listening

Are you looking to keep an eye on your competitors or monitor the brand reputation of clients on Instagram? To set up social listening on each Instagram account that you manage, head over to Agorapulse’s Listening tab.

The Listening tab will display all mentions in Stories and posts. However, you will need to manually add additional keywords and hashtags.

To create a social listening request, open the listening tools for any Instagram account. Each Instagram account can be monitored up to 30 hashtag searches, giving you plenty of space to follow.

Branded hashtagsCampaign #hashtagsIndustry #hashtagsCompetitor hashtags


Agorapulse Instagram social listening

You can check the box when setting up a hashtag search to include it in your brand awareness score. (more details below). This awareness option is particularly useful for tracking the impact on branded and campaign hashtags.

To monitor hashtag searches you have created, return to the Listening tab. In the Listening tab, you can directly engage with any client account mentioned.

Instagram’s API does not allow third-party apps support comments on posts that do not mention clients’ accounts. There is a way around this. Click to open an Instagram post and engage with it if you don’t see a mention.

For clients, create Instagram reports

You’ve now published some great Instagram content and responded to engagement. Additionally, you have used listening tools to see what people are saying about you clients on Instagram. Are you achieving your clients’ Instagram marketing goals as well?

Agorapulse’s social-media reports will allow you to keep track of your progress, and help you optimize your Instagram marketing strategy. Select any Instagram account from the Reports tab.

Agorapulse tracks key metrics automatically such as:

Audience growth, including total number and variation over timeAudience demographics including gender, age and locationImpressions to ensure people are viewing the content you postEngagement including likes comments DMs and savesTop content to help you identify which content works well for your clients


Agorapulse Instagram engagement report

This is just a small portion of the report. Agorapulse calculates the brand awareness score of your clients automatically using Story mentions and post mentions.

You can also track interactions that are triggered by hashtags in your posts, so you can see which terms get the most traffic for your clients.


Agorapulse Instagram brand awareness report

You can easily identify which type of content is most popular for your audience by adding publishing labels to your posts. You may find that sharing user generated content (UGC), generates more engagement than publishing branded material.


Agorapulse Instagram publishing label report

Agorapulse tracks engagement data from your clients’ Instagram accounts and shows you when they are most likely to reply. Agorapulse can help you schedule content for your clients by using Agorapulse’s Best day/time to publish charts.


best times to post on Instagram

These Instagram reports can be accessed by your team members easily. What if you wish to share these reports with clients?

To send the reports to clients automatically, click the Schedule report button in the upper left corner. To ensure that your clients have all the information they need regarding their Instagram accounts, and the results of your team, you can send them every week or monthly.

Final words

Social media marketers need to know how to manage Instagram accounts. Agorapulse is the best social media platform for managing multiple client profiles.

Agorapulse allows you to manage team permissions, schedule Instagram content and prepare reports. This way, you can help clients grow accounts and achieve their marketing goals, while remaining organized, collaborating and following a time-saving workflow.

Start saving time and energy managing clients’ Instagram accounts. Get a free trial of Agorapulse, which will help you plan, track, measure, and measure your social media efforts.

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