Why Can't My Team Member See Posts In The Calendar?
If a teammate's calendar in Publish → All Posts is empty or missing posts, it's almost always a permissions issue. Work through the four fixes below in order.
Who Can Do This?
Permission changes: only an Admin, Owner or Primary Owner can assign profile permissions.
Date range and filters: your teammate can fix these themselves.
Restricted posts: only the post's creator can change Share access with. This setting is available on the Enterprise plan.
Fix 1: Assign A Publishing Permission For The Profile
This is the most common cause. The calendar in Publish → All Posts only shows posts for profiles a user has access to. If no permission has been assigned, the calendar is empty.
Assign one of these permissions to the team member on each profile they need:
Full Publishing: create, schedule and publish posts.
Create Post (Needs Approval): create and draft posts, but send them for approval instead of publishing directly.
View Planner: read-only access to the calendar.
All: covers Full Publishing along with Engage and Reports. It's a catch-all for senior managers or account leads, not a separate publishing permission.
With View Planner, a user sees draft, scheduled and published posts but can't create, edit or publish them. They can still take part in internal collaboration: save drafts, create and customize projects, add filters, create events, tag content, apply custom fields, mention team members, comment and add watchers.
To assign a permission:
Go to Settings → Profiles.
Click More (three dots) beside the profile and select Edit.
Click Add permissions.
Select the permission and add the team member's name.
Click Update.
Tip: If you manage many profiles, assign permissions at the Profile Group level instead. Any profile added to the group later gets the same permissions automatically.
Learn more in Access Permissions.
Fix 2: Check The Date Range
The calendar only shows posts in the selected date range. If your teammate is looking at a period with no content, the calendar looks empty even with full access.
Ask them to click Today in Publish → All Posts to jump back to the current date, or use the date range picker to select the period that should have posts.
Fix 3: Clear Any Active Filters
Filters narrow down what's visible. If a filter is set, for example one profile, one post state or one tag, posts outside it don't show.
Go to Publish → All Posts.
Check the Filters Bar for active filters.
Remove them and check whether the posts reappear.
Note: Posts missing inside a project? Open that project and check its own filters. Projects are separate from the calendar in Publish → All Posts and keep their own filters.
Fix 4: Check If Post Access Was Restricted
By default, every post is visible to all team members who have access to its profile. A post's creator can limit it to specific people with Share access with. Anyone not on that list doesn't see the post, even with the right profile permission.
This only affects specific posts, not the whole calendar. If your teammate sees some posts but not others, this is the likely cause.
In a Post Group, Share access with is set for the whole Group. Changing it on one post changes it for every post in the Group.
To restore access, the post's creator can change it in Compose:
Open the draft or scheduled post in Publish → All Posts. For a Post Group, click Edit group.
In the bottom bar, click (Share access with). If the bar is narrow, click More options (three dots) and select Share access with.
Select All team members, or pick the people who need access. Use the search box to find someone quickly.
Click Update, then save the post.
Or change it without opening Compose: click the post in Publish → All Posts. In the Group sidebar or the post's Post Detail, click Shared with and choose who should see it.
Note: Only the post's creator can change Share access with.
Learn more in Restrict Post Access.
FAQs
A Team Member Was Just Added And Their Calendar Is Empty. Why?
New users have no profile permissions until an Admin assigns them. Go to Settings → Profiles and assign the right permission to the new team member on each profile they need.
Why Can My Team Member See Some Posts But Not Others?
They have profile access, but those posts were restricted with Share access with. Ask the post's creator to open the posts and set Share access with to All team members, as in Fix 4.
Why Does The Calendar Show Posts For One Profile But Not Another?
The team member likely has a permission on one profile but not the other. Check their permissions in Settings → Profiles for each profile they should see.
Can I Give A Whole Team Access At Once?
Yes. Assign permissions to a User Group instead of individual users. Every member of the group gets the permissions, and so does anyone added to the group later.
Can A Team Member See Posts For Profiles In A Profile Group?
Yes, if they have a permission at the Profile Group level. Manage group-level permissions in Settings → Profiles → Profile Groups.
Why Can't My Team See My Draft Posts In The Calendar?
Usually the team member has no permission on those profiles or profile groups. An Admin, Owner or Primary Owner goes to Settings → Profiles, clicks More (three dots) next to each profile, selects Edit and adds the user with Full Publishing, Create Post (Needs Approval) or View Planner. If you use User Groups, add the team member to a group that already has profile access.
I Changed Who Can See One Post. Why Did The Other Posts In The Group Change Too?
Visibility belongs to the whole Post Group, like tags and custom fields. When you change Share access with on one post, every post in the Group gets the same setting.
Learn how Groups work in Post Groups in Statusbrew.
My Scheduled Posts Disappeared After I Moved Profiles To A New Project. How Do I Get Them Back?
Your posts are still there. Moving profiles between projects doesn't change scheduled content. Most likely the project or its sections don't include the profiles you moved.
Check these two things:
Project data sources: in the Publish sidebar, hover over the project, click More (three dots) and select Edit. Make sure the profiles you moved are in its data sources, then click Save.
Section filters: if you're looking at the post inside a section, open that section's filters. Profiles deselected there don't show in that section, even when the project includes them.
Once both levels include the right profiles, your scheduled posts show again.
Learn more in Projects in Statusbrew.