Manage team access and posting licenses in Latitude

Team management allows organizations and agencies to collaborate in one Latitude workspace without sharing login credentials.

Latitude separates team administration, account permissions and posting licenses. Each teammate uses their own login, but administration, drafting, review, analytics and imports do not consume a posting license.

Understand the three decisions

• Team responsibility: the owner manages the workspace and can appoint administrators. An administrator can manage the team without being a posting user.

• Account access: Content collaborators can draft and edit for assigned accounts. Publishers can also schedule and publish, subject to approval rules and the account’s requirements. Analytics sharing is managed separately.

• Posting license: enables a posting identity to post. It does not grant access to someone else’s account.

A helper can continue without connecting a personal LinkedIn profile when they have the required membership and shared-account access.

LinkedIn Account Connections

A LinkedIn account connection represents a LinkedIn profile or Company Page that can be managed through Latitude.

Account connections, membership, account access and posting capacity are separate. Available team features and capacity depend on your plan.

Open Team access and check capacity

1. Sign in as the owner or an authorized administrator.

2. Open Teams from the sidebar.

3. Check Posting licenses, including active owner and member licenses, reservations and available capacity.

Some workspaces may still display their existing team-seat controls. Use the options shown for your workspace. Contact Latitude Sales if you need more posting capacity, account connections or an eligible team plan.

Invite a team member

1. Under Invite a team member, choose the invitation type.

2. Choose Posting user — reserves one license when the person needs a posting license. It activates when they accept. Choose Non-posting user — free for administration, drafts or analysis without posting.

3. Enter their email and select Send invite.

4. Review delivery status and expiry under Pending invites.

The invitation shows any default analytics sharing with the owner and administrators. Review this separately from the posting reservation. Joining does not grant editing or publishing access to every connected account.

The invited person must accept the invitation and create or sign in to their own Latitude account.

Team members should not share Latitude passwords or LinkedIn login credentials.

Choose the correct responsibility

Assign the least access needed. The owner can use Make admin for a teammate responsible for team administration. Administrator status and account permissions remain separate.

Resend or Cancel an Invitation

If an invitation has not been accepted, open Teams and locate the pending user.

From there, you can resend the invitation or cancel it if the person no longer needs access.

Before resending an invitation, confirm that it was sent to the correct email address.

Canceling an unused posting invitation releases its reservation.

Assign LinkedIn account access

Membership does not grant access to every account.

1. Find the person under Team members.

2. Under Account access, select the intended account.

3. Choose Content collaborator for drafting and editing, or Publisher for drafting, editing, scheduling and publishing.

4. Select Assign, then check the account assigned to that person.

For someone who only needs results, review analytics sharing for the relevant profile. Do not grant Publisher access just to make analytics visible. The account-role selector has Content collaborator and Publisher; analytics viewing is a separate permission.

Limit Access by Responsibility

Assign access based on the person’s actual responsibilities.

For example:

• A content writer may need access to create drafts but not manage workspace settings.

• A client manager may need access only to the accounts for their assigned clients.

• An executive may need access only to their own LinkedIn profile.

• A workspace administrator may need access to all connected accounts.

Limiting access reduces the risk of someone editing or publishing content to the wrong account.

Update Account Assignments

Review account assignments whenever responsibilities change.

You can add or remove access without deleting the person from the workspace.

Changes may be appropriate when:

• A team member begins managing a new account

• A client is reassigned

• Someone changes roles

• An account should be restricted to administrators

• A project or engagement ends

Enable posting for the intended identity

1. Find the person’s posting status under Team members.

2. Select Enable posting when capacity is available.

3. Check the name in the confirmation before assigning a license.

If scheduling or publishing asks for a license, an authorized owner or administrator must resolve it. Enabling a license does not automatically retry the post. Return to the post, review it and deliberately schedule or publish when ready.

Content Review and Publishing Access

Teams should establish clear rules for who can create, approve, schedule, and publish content.

Depending on your Latitude plan and workspace configuration, some users may be able to prepare content while another person reviews or publishes it.

Establish an Approval Process

Before adding multiple collaborators, decide:

• Who creates drafts

• Who reviews content

• Who can make final edits

• Who can schedule or publish

• Which accounts require approval before publishing

Latitude access controls help limit who can work with each account, but your team should also establish an internal review process.

Account owners and workspace administrators should regularly confirm that publishing access is assigned only to the appropriate people.

Remove a team member

Review and reassign outstanding work before removing access.

1. Open Teams and find the person.

2. Review their account assignments and remove access that is no longer needed.

3. Use the member’s Remove action and review its confirmation.

4. Check that the person no longer appears as an active member.

Removing a team member does not automatically disconnect the LinkedIn accounts they previously worked with.

Their content may remain in the workspace so the rest of the team can continue managing it.

Reassign Work Before Removing Access

Before removing someone, review:

• Drafts they created

• Posts they scheduled

• Accounts assigned to them

• Client or executive content they were managing

• Any pending reviews or approvals

Reassign anything that still requires attention.

Review membership, account permissions, active posting licenses and pending invitation reservations independently. Use Deactivate to stop new posting for an identity while keeping its history. Latitude may block deactivation while scheduled or in-flight work needs the license; resolve the indicated work first. Removing account access and releasing posting capacity are different actions.

Manage Teams Safely

Use the following practices to protect your workspace and connected LinkedIn accounts:

• Give every person their own Latitude login.

• Do not share Latitude or LinkedIn passwords.

• Limit account access to what each person needs.

• Reserve administrative permissions for trusted users.

• Review active team members regularly.

• Remove access promptly when someone leaves.

• Confirm the selected LinkedIn account before publishing.

• Review account assignments when clients or responsibilities change.

Fix common team access problems

You cannot invite another user

Check that your plan includes team management, that you can invite members, and that the person is not already a member. A posting invitation needs an available license. If capacity is full, choose a non-posting invitation for a helper who will not post, release unused capacity when appropriate, or contact Latitude Sales.

A Team Member Cannot See an Account

Confirm that:

• The account is connected to the correct workspace

• The team member accepted their invitation

• They are signing in with the invited email address

• They have accepted workspace membership and the required account access

• The LinkedIn account has been assigned to them

• Their workspace role allows the required action

An administrator may need to update their account assignment in Teams.

A helper does not need to connect their own LinkedIn profile for administration, drafting, review or shared analytics. Each posting profile’s owner authorizes its LinkedIn connection.

A Team Member Can See the Account but Cannot Complete an Action

The person may have access to the account but lack the workspace permissions required to perform that action.

Review their role and confirm whether they should be able to:

• Edit content

• Schedule posts

• Publish posts

• View analytics

• Connect or disconnect accounts

• Manage other users

Update their role only when the additional permissions are appropriate.

For publishing, check the account’s Publisher assignment, the posting identity’s license, the LinkedIn connection and any approval rules. Analytics sharing does not include drafting or publishing controls.

An Invitation Was Sent to the Wrong Email Address

Cancel the pending invitation and send a new invitation to the correct address.

The person should sign in to Latitude using the same email address that received the invitation.

All posting licenses are in use

Review active licenses and pending posting invitations. Cancel an unused posting invitation to release its reservation. Resolve scheduled or in-flight work before deactivating a posting identity when Latitude asks you to do so. Contact Latitude Sales if you need more capacity. Additional posting licenses do not automatically add LinkedIn account connections.

Sales and Support

Contact Latitude Sales when you need:

• Additional posting capacity

• Team management

• More LinkedIn account connections

• An upgrade to an eligible plan

• Help selecting a team or agency license

Contact Latitude Support when your plan already includes the required plan features and access, but a user cannot join the workspace, view an assigned account, or use an expected feature.

When contacting Support, include:

• Your workspace name

• The affected user’s email address

• The LinkedIn account they need to access

• The action they are trying to complete

• A screenshot of any error

• Whether the invitation has been accepted