Frequently Asked Questions

Getting Started

How long does it take to set up Apaya?

The onboarding flow takes about 5–10 minutes. You'll create your brand profile, connect at least one social media account, choose a plan, and review your first AI-generated campaign.

Do I need a Business account on Instagram?

Yes. Instagram integration requires a Professional or Business account that is linked to a Facebook Page. Personal Instagram accounts cannot be connected.

Can I manage multiple brands?

Yes. Depending on your plan, you can create multiple brands within a single workspace. Each brand has its own social connections, content, campaigns, analytics, and settings.

Can multiple team members use the same workspace?

Yes. Invite team members via email and assign them roles (Admin, Editor, Viewer). Each person gets their own login and permissions.

Content & AI

How does the AI know about my brand?

During onboarding, the AI analyzes your website (if provided) or your manual brand description to extract your mission, tone, audience, and differentiators. This brand context is used in every piece of generated content.

Can I edit AI-generated content before it's published?

Yes. All AI-generated content is created in Draft status. You can edit any post's text, images, hashtags, or scheduling before approving it for publication.

How many posts can the AI generate at once?

Up to 56 posts per campaign. A typical batch of 6 posts generates in about 15 seconds (text only) or about 102 seconds (with AI-generated images).

Can I give the AI specific instructions?

Yes. The AI Guidance field accepts natural language instructions (up to 500 characters) like "Focus on pain points for small business owners" or "Keep the tone professional but approachable." These instructions are applied to every post in the batch.

Will the AI repeat the same content?

No. The content cycling engine tracks which topic/template combinations have been used and ensures full rotation before any combination repeats. State is tracked persistently.

Can I paste my own content instead of using AI?

Yes. When creating a campaign, select "Paste" mode instead of "AI" mode. You can enter your own content, and Apaya will handle the scheduling, publishing, and analytics.

What content formats are supported?

The AI generates four formats: Headline + Subheadline (standard posts), Headline Only (minimalist), 3-Slide Carousel, and 5-Slide Carousel (story formats).

Scheduling & Publishing

What happens if a post fails to publish?

The system retries up to 3 times with increasing delays. If all retries fail, the post is marked as Failed with an error message, and you can manually retry it from the dashboard.

Can I schedule posts for specific times?

Yes. You can set custom posting times per campaign, or use the recommended optimal times (9 AM, 1 PM, 5 PM, 8 PM on weekdays; 11 AM, 6 PM on weekends).

Does scheduling respect my timezone?

Yes. Every campaign and brand has a timezone setting. All displayed times are in your local timezone, and publishing happens at the exact scheduled time.

What is an evergreen/unlimited campaign?

An unlimited campaign runs indefinitely. The system keeps your schedule filled with content for the next 14 days, generating new posts as needed. It will continue until you manually pause or stop it.

Can I post to multiple platforms at once?

Yes. When creating a campaign, select all the platforms you want to publish to. Each post will be formatted and published to every selected platform.

Social Accounts

What social media platforms are supported?

Full publishing and analytics support for Twitter/X, Instagram, Facebook, LinkedIn Personal, and LinkedIn Company Page. Reddit is supported for social scanning/lead discovery.

Why does my LinkedIn connection keep disconnecting?

LinkedIn does not support refresh tokens, so access tokens expire after 60 days. When this happens, you'll receive a notification to reconnect. This is a LinkedIn API limitation, not an Apaya issue.

Can I connect multiple Instagram accounts?

You can connect one Instagram Business Account per brand. If you manage multiple brands, each can have its own Instagram connection.

Analytics

How often are analytics updated?

Analytics are collected automatically every 2 hours. You can also trigger a manual refresh for any post, campaign, or platform at any time.

Why doesn't LinkedIn Personal show analytics?

LinkedIn's analytics API requires Partner Program access, which is only available to select partners. LinkedIn Company Pages do provide analytics.

Can I see analytics for individual posts?

Yes. Every published post shows its individual metrics (impressions, reach, likes, comments, shares, etc.) and contributes to the campaign-level rollup.

Social Scanner

How does the Social Scanner find leads?

You provide keywords related to your brand. The scanner searches Twitter and Reddit for posts matching those keywords, then uses AI (semantic similarity analysis) to score each post for lead quality, relevance, and purchase intent.

What lead information do I get?

Each lead includes a type (Ready to Buy, Seeking Recommendations, etc.), relevance score (0–100%), temperature (Hot/Warm/Cold), matched keywords, and an AI-generated action recommendation.

Team & Security

Can I control what my team members can do?

Yes. Apaya has role-based access control with Owner, Admin, Editor, and Viewer roles. Each role has specific permissions, and Admins can change member roles.

Is my data shared between workspaces?

No. Every workspace (tenant) has completely isolated data. There is no cross-workspace data access. For details, see our Security & Reliability page.

How are my social media credentials stored?

All social media tokens are encrypted in the database. They are never exposed to the frontend, and all token operations happen server-side.

Billing

Is there a free trial?

Yes. New workspaces receive a 3-day trial of premium features before committing to a paid plan.

What happens if I exceed my plan limits?

You'll receive a notification when approaching your limits. Certain actions (like creating new campaigns or generating posts) will be restricted until you upgrade or the next billing cycle begins.

Can I change my plan at any time?

Yes. You can upgrade or downgrade your plan at any time from the Billing section. Changes take effect according to your billing cycle.