How To Set Up Social Media Accounts For Agency Teams
Remember: always consult your in-house IT or social media management team to ensure that your agency best practices are being followed consistently!
To keep things smooth when team members change, it's best to use a dedicated email for all social media logins:
Go for a generic, role-based email address (e.g. socialmedia@youragency.com) instead of a personal one.
Pick an email service with multi-user support (Google Workspace, Outlook) so different team members can access it as needed.
Set up email forwarding to make sure important updates and security alerts don’t get missed.
Good security systems are vital, and 2FA gives your accounts an extra layer of protection. Here’s what works best:
Authenticator apps like Google Authenticator, Microsoft Authenticator, or Authy are more secure than SMS-based 2FA.
Backup codes are lifesavers... as long as you don't lose them. Store them securely in a password manager or a secured internal document.
Have multiple authentication methods set up so you're not locked out if one method fails.
Good documentation prevents confusion during account handovers and helps mitigate the worry of potentially losing access to your accounts:
Use a secure and trustworthy password manager (e.g. Google Password Manager) to store and share credentials securely with authorized team members.
Create a secured internal document with login credentials, 2FA backup codes, and account recovery options.
Keep track of changes to settings like user permissions, advertising access, and additional security systems (e.g. 2FA).
Most social media platforms allow role-based access to prevent unnecessary exposure of credentials. Consider:
*Making use of Business Manager tools (e.g., Meta Business Suite, LinkedIn Campaign Manager) to manage access centrally.
Assigning different permission levels (Admin, Editor, Analyst) based on your team's roles.
Regularly auditing user access to remove inactive users and update permissions as needed.
Revoke access to departing employees immediately to minimize security risks.
Remember to reassign ownership and roles in your social media management tools (e.g., Hootsuite, Sprout Social) as part of the offboarding process.
Update documentation and credentials to reflect the changes on your team.
1. Create a Dedicated Email for Login Purposes
To keep things smooth when team members change, it's best to use a dedicated email for all social media logins:
Go for a generic, role-based email address (e.g. socialmedia@youragency.com) instead of a personal one.
Pick an email service with multi-user support (Google Workspace, Outlook) so different team members can access it as needed.
Set up email forwarding to make sure important updates and security alerts don’t get missed.
2. Use a Reliable Two-Factor Authentication (2FA) System
Good security systems are vital, and 2FA gives your accounts an extra layer of protection. Here’s what works best:
Authenticator apps like Google Authenticator, Microsoft Authenticator, or Authy are more secure than SMS-based 2FA.
Backup codes are lifesavers... as long as you don't lose them. Store them securely in a password manager or a secured internal document.
Have multiple authentication methods set up so you're not locked out if one method fails.
3. Document Setup Procedures and Account Changes
Good documentation prevents confusion during account handovers and helps mitigate the worry of potentially losing access to your accounts:
Use a secure and trustworthy password manager (e.g. Google Password Manager) to store and share credentials securely with authorized team members.
Create a secured internal document with login credentials, 2FA backup codes, and account recovery options.
Keep track of changes to settings like user permissions, advertising access, and additional security systems (e.g. 2FA).
4. Assign User Roles and Manage Permissions
Most social media platforms allow role-based access to prevent unnecessary exposure of credentials. Consider:
*Making use of Business Manager tools (e.g., Meta Business Suite, LinkedIn Campaign Manager) to manage access centrally.
Assigning different permission levels (Admin, Editor, Analyst) based on your team's roles.
Regularly auditing user access to remove inactive users and update permissions as needed.
5. Establish a Solid Handover Process for New Team Members
Revoke access to departing employees immediately to minimize security risks.
Remember to reassign ownership and roles in your social media management tools (e.g., Hootsuite, Sprout Social) as part of the offboarding process.
Update documentation and credentials to reflect the changes on your team.
Updated on: 04/02/2025
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