The Publishing Calendar in Agorapulse provides a centralized view of scheduled, queued, published, pending, and draft content across connected social profiles. It is designed to help you monitor activity, track post status, and organize publishing plans efficiently.
The Publishing Calendar also syncs posts that have been published natively or through other third-party applications. You can easily view and manage posts by selecting them directly in the Publishing Calendar.
The Publishing Calendar includes multiple viewing options, filtering tools, and status indicators. It also supports additional features such as Instagram Grid View, calendar notes, and post management actions.
In this article, we will cover:
Take a look at these articles for more information on managing scheduled posts and viewing published posts in the Publishing Calendar.
How to view the Publishing Calendar
You can access the Publishing Calendar from the Publishing icon in the left-hand navigation menu. For posts to appear in the calendar, you must select one or more profiles from the Social Profiles menu.
At the top of the calendar, you can switch between views, apply filters, and navigate through time.
The following views are available in the Publishing Calendar:
Month View - Displays a full month of publishing activity
Week View - Displays a single week of publishing activity
List View - All posts are displayed in a vertical list organized from oldest to newest. This view supports approvals, deletions, bulk actions, and you can select a date range from the date picker at the top of the page.
Note: In the List View, once you scroll down to your last post, the list ends and will say "No more posts in this period".
Grid View (Instagram only) - Displays your Instagram feed layout for upcoming posts and the 15 most recent published posts (including those published natively). Available for users on a Professional, Advanced, or Custom subscription plan.
Not displayed in Grid View: failed posts, posts with a scheduled status and a date in the past (such as a push-notification post not marked as published), drafts with no date or with a date in the past, Instagram Stories, and Instagram Reels without “Share on feed” enabled
As you move through the calendar, you can use the Today button to return to the current date, the arrows to move forward or backward in time, and the timezone dropdown to adjust the display to your preferred timezone.
Please note: The Publishing Calendar can’t display more than 10,000 posts in one view. As a workaround, you can use filters (e.g., organic only) and/or shorten the date range in the Week or List view.
The calendar displays posts according to their status, with color-coded indicators for quick recognition:
Blue – Scheduled
Purple – Queued
Light green – Pending
Green – Published
Orange – Awaiting your approval
Light red – Assigned to you
Red – Failed to publish
Burgundy red – Rejected in approval process
Grey – Draft
Please Note: Drafts without a scheduled publishing date added will not appear in the Publishing Calendar.
How to filter the Publishing Calendar
The Publishing Calendar includes filters that allow you to refine which posts are displayed. You can apply one or multiple filters at the same time to focus on the content most relevant to you.
To filter the Publishing Calendar:
Click the Filters icon in any Calendar View
Select one or more of the following filtering options:
Post Status - Show or hide posts by status, including Scheduled, Queued, Pending, Published, To approve, Assigned to me, Failed, Rejected, or Draft
Default view: All statusesAssigned to - Select one or multiple users to display posts that are assigned to the selected user(s)
Default view: All assigneesLabels - Filter posts by assigned labels
Default view: All labelsPost type - Filter by the type of posts that were published, such as Post, Story, and Reel
Default view: All post types
Media - Show or hide specific formats, such as Text, Link, Video, Image, Document, or Poll
Default view: All mediaCreated by - Filter posts by their authors (the users who created the post). Default view: Anyone.
Content type - Show or hide Organic or Paid content
Default view: All content types
The calendar will update to display only matching posts
Note: Filters are saved when switching between views (List, Week, Month, and Grid). However, if you leave the calendar, you must reapply your filters. By default, all filters are applied in the List, Month, and Week views.
Additional filtering options are available at the top of the calendar. These options include:
Date picker (List view only): Select a date range to display posts.
Search posts: Use the Search posts field next to Filters to find posts by keyword (press Enter). Clearing the field shows all posts again. Works together with filters.
Assigned to me: The Assigned to me button (with counter) opens the List View filtered on To approve posts assigned to you.
Reset filters: At the bottom of the Filters menu, click Reset filters to return every section to its default in one click (keyword search, hide notes, and hide weekends are kept).
Hide calendar notes: Click the three horizontal dots (...) at the top right of the page and then select Hide notes to hide all calendar notes
Hide weekends: Click the three horizontal dots (...) at the top right of the page and then select Hide weekends to hide Saturday and Sunday from your calendar.
Note: Hide calendar notes and Hide weekends will remain applied until toggled off.
How to create a saved view for your Publishing Calendar
Saved views allow you to save calendar filters as a view. These views allow you to start from this view by default when opening your calendar or easily apply commonly used filters without needing to select them individually.
To create a view, you will need to:
From the Publishing Calendar, click on Filters
Apply the desired filters and then click Save as a new view
In the pop-up, enter the Name of the view
(Optional) Enter a description of what the view is for
Toggle on Visible to everyone in the workspace if you would like to make this available to your colleagues. Only the creator of the view can edit or delete it
Toggle on Open the calendar on this view if you would like to have your Publishing Calendar open with this view by default
Click Create view.
Once you have created a view, you will be able to switch between other created views or the default view All posts by clicking the drop-down to the left of the Search post content text box.
How to manage saved views
Saved views can be managed by clicking the drop-down at the top left of the calendar and selecting Manage views. From here, you will be able to see tags next to the view if it is your default view, and the Workspace tag indicates that the view is available to all users in your workspace.
From the Manage views window, you will be able to:
Reorder views: Change saved views are listed by clicking the four arrows next to the view's name and clicking and dragging the view to the desired position.
Set a default view: Click the Star icon to make this your default view
Edit a view: Clicking the Pencil icon will allow you to update the view's name, description, and whether it is available to all users in your workspace. Once you are done with your edits, click Save
Delete a view: Clicking the Bin icon will allow you to delete that specific view. You will need to confirm the deletion by clicking Delete view in the pop-up.
Please note: The default view All posts cannot be managed.
How to use bulk actions in the Publishing Calendar
Bulk actions allow you to manage multiple posts at once from a centralized location. This functionality is only available in the List view.
The following bulk actions are available in the Publishing Calendar:
Delete individual posts (scheduled posts only)
Delete group of posts (scheduled posts only)
Approve all - Approve all selected posts simultaneously
Send for approval - Submit selected posts for approval
Please take a look at these articles for more information on deleting scheduled posts and managing post approval.
To use bulk actions in the Publishing Calendar:
Navigate to the List view
Update filters to include posts in statuses other than Published
Select a date range
Hover over the checkbox next to the date to select all posts or click the checkbox next to a post to select them individually (repeat for all posts you want to include)
Note: Once a post has been selected, you can click Select all to select all available postsOnce you have selected your posts, the bulk action bar will appear at the top of the list of posts
Choose the desired action from the list
Please note: A maximum of 200 posts can be managed at a time per bulk action.
How to bulk label posts in the Publishing Calendar
Using bulk actions, posts can be labeled with one or more labels across all post types, regardless of post status. To label posts in bulk:
Navigate to the List view
Update filters to include posts of the desired status
Select the checkbox next to the date or post and repeat for all posts you want to include
Click the Labels button at the top of the page
Choose the desired labels from the drop-down
Note: If a label is applied to a selected post, it will appear at the top of the list. If the box isn't clicked, it will only be applied to the posts the label is already applied to.Click Apply
How to unlabel posts
If a label is no longer relevant to a group of labeled posts, these labels can be removed in bulk from these posts. To remove labels from a post:
Navigate to the List view
Update filters to include posts of the desired status
(Optional) Under Filters, use the Labels section to select the desired label
Select the checkbox next to the date or post and repeat for all posts you want to include
Click the Labels button at the top of the page
Choose the desired labels from the drop-down to remove with a check next to the label name
Click Apply
Please note: If a Mandatory Label rule has been created, the label(s) will not be able to be bulk removed and the label will be greyed out. When hovering over the label, the rule the label is required for will be displayed.
How to create a Calendar Note
Calendar Notes let you add internal reminders or highlight important dates, such as campaigns, holidays, or events, directly in the Publishing Calendar. They are visible only to your team in Agorapulse and can only be added in the Month or Week views, but are visible in the List view.
To create a Calendar Note in the Publishing Calendar:
Navigate to the Week or Month view
Click the Add note icon on the desired date, or click the blue arrow next to Create post, then click Create note
Enter a title and optional description (for example, Christmas 2025)
Select a single date or range
Link the note to one or more profiles, or leave blank to display across all profiles in the organization
(Optional) Toggle on Visible in Shared Calendar to have the note displayed in the shared calendar. At least one profile associated with a shared calendar must be linked to the note.
Choose a note color
(Optional) Add a color label to categorize the note
Click Save note
Notes are visible to all users with access to the linked profiles. They can be shown or hidden using the Hide notes option in the three horizontal dots (...) menu at the top right of the page and deleted by opening the note and selecting the trash icon.
Note: Calendar Notes cannot be added to past dates.
Why can't I see my calendar notes in the Publishing Calendar?
Calendar Notes are hidden when the Hide notes option in the Publishing Calendar is applied. This option is in the three horizontal dots (...) menu at the top right of the calendar page. It is not in the Filters menu.
If Calendar Notes you created are not displayed in your Publishing Calendar, follow the steps below to make them visible:
Navigate to the Week or Month view
Click the three horizontal dots (...) at the top right of the Publishing Calendar page
In the drop-down, if notes are hidden, the option will say Show notes; if notes are already visible, it will say Hide notes.
Note: Hide calendar notes stays applied until you toggle it off, so click Show notes to display your Calendar Notes.
Please note: If the relevant Calendar Note isn't visible despite Hide notes being toggled off, the note may be linked to a profile that you don't have access to. If you do not have access to one of these profiles, it will not be visible to you in your Publishing Calendar.
What are the historical sync limits for the Publishing Calendar?
When you first connect a profile to Agorapulse, previously published posts are synced into the Publishing Calendar. The number of posts that can be retrieved depends on the social network.
The historical sync limits for each network are as follows:
Facebook: 32 days
Instagram: 32 days (no historical Stories data)
LinkedIn: 32 days
TikTok: 32 days
YouTube: 32 days
X (Twitter): No historical data - sync begins only from the date of connection + add on
Threads: 32 days
Bluesky: No historical data
Pinterest: No historical data