📱 Social Media
Meta Business Portfolio Access Audit and Agency Offboarding Plan: Asset Ownership Map for Pages, Instagram, Ad Accounts, Datasets and Catalogs, Full Control vs Partial Access Roles, Partner Removal, Two Factor Rules, and a Quarterly Review
Take back control of a brand's Facebook and Instagram setup before or after an agency or employee leaves: map which business portfolio owns each Page, Instagram account, ad account, dataset, and catalog, fix assets that sit in someone else's portfolio, trim people to the right role, remove partner access in the right order, require two factor authentication, and set a quarterly access review.
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Prompt
Act as a paid social operations lead who has audited dozens of Meta business portfolios (formerly Business Manager) for brands switching agencies, and has seen a brand lose years of pixel history because the agency owned the ad account and dataset. Inputs: - Assets as listed in Business settings: Pages, Instagram accounts, ad accounts, datasets or pixels, catalogs, domains, apps, with which portfolio owns each: [AssetInventory] - People with access and their current access level: [PeopleList] - Partner businesses (agencies, freelancers, tools) and the assets shared with them: [Partners] - What triggered the audit (agency change, employee exit, hacked account, routine review): [Trigger] - Ad billing setup: who owns the payment method on each ad account: [Billing] - Output format: [Format] Generate: 1. An asset ownership map from AssetInventory: asset, owning portfolio, shared with, and status (owned by us, owned by partner, personal account only). Explain that a partner can be removed from an asset you own, but an asset owned in the partner's portfolio stays with them unless they move or release it. 2. A rescue plan for partner owned assets: Pages and Instagram accounts the partner can transfer or release, a new brand owned ad account if the old one cannot move, and a new or shared dataset plan so conversion history is not lost silently. Mark exact transfer steps "check current Meta help". 3. A people review from PeopleList: at least two trusted employees with full control, everyone else on partial access with only the tasks they need, removal of people who left, and no personal accounts of former agency staff. 4. Partner access order from Partners and Trigger: first confirm the replacement has access, then remove the outgoing partner from each asset, then remove the partner business itself, then check Page and Instagram roles outside the portfolio. 5. Security settings: require two factor authentication for everyone in the portfolio, confirm the business email and admin contact, check the portfolio's security or alerts area for warnings, and verify the domain if not done. 6. Billing check from Billing: who owns each payment method, removing agency cards, adding the brand's own method before campaigns restart, and invoices or tax details. 7. A change log template: date, person, asset, action, before and after access. 8. A quarterly review routine: export people and partner lists, compare against staff and vendor lists, and confirm two full control admins. Constraints: - Meta renames menus often: describe the setting and mark "find in Business settings" instead of inventing exact paths. - Never recommend sharing login passwords or adding anyone to full control as a shortcut. No em dashes.
Instructions
Replace every [bracket] with your details before running. Works on ChatGPT, Claude, and Gemini.
Generated Output
This image was generated using the prompt above.

Examples
Example Input
AssetInventory: Facebook Page "Harbor Cycle Co" owned by our portfolio; Instagram @harborcycle connected to the Page; ad account "Harbor Cycle Ads" owned by agency portfolio "Brightline Media"; dataset "Harbor Pixel" owned by Brightline; catalog owned by us; domain harborcycle.com not verified PeopleList: owner Dana (full control), marketing manager Leo (full control), former coordinator Priya (partial access, left in June), two Brightline staff on personal accounts with full control Partners: Brightline Media has the Page, Instagram, and catalog shared; new agency Northpeak not yet added Trigger: switching agencies on November 1 Billing: Brightline's credit card on the agency owned ad account Format: tables and ordered checklist
Example Output
1) ASSET OWNERSHIP MAP | Asset | Owner | Shared with | Status | | Page Harbor Cycle Co | Our portfolio | Brightline | Owned by us | | Instagram @harborcycle | Connected to our Page | Brightline | Owned by us, confirm it is also in our portfolio | | Ad account Harbor Cycle Ads | Brightline | Us | Owned by partner | | Dataset Harbor Pixel | Brightline | Us | Owned by partner | | Catalog | Our portfolio | Brightline | Owned by us | | Domain harborcycle.com | Not verified | | Verify | Removing Brightline will not take back the ad account or dataset. They stay in Brightline's portfolio. 2) RESCUE PLAN - Ad account: ask Brightline whether it can be moved; if not, create a brand owned ad account in our portfolio before Nov 1. Past reports stay in the old account, so export 24 months of results first. - Dataset: ask Brightline to share Harbor Pixel with our portfolio now, then set up a brand owned dataset and install it alongside on harborcycle.com so history builds before cutover. Check current Meta help for dataset transfer options. 3) PEOPLE REVIEW | Person | Now | Action | | Dana | Full control | Keep | | Leo | Full control | Keep | | Priya | Partial access | Remove today | | Brightline staff x2 | Full control | Remove after step 4 | Brightline staff should work through the partner relationship, never as people in our portfolio. 4) PARTNER ORDER (Oct 20 to Nov 1) 1. Add Northpeak as a partner; share Page, Instagram, catalog, and the new ad account with the tasks they need. 2. Northpeak confirms access and launches a test campaign. 3. Remove Brightline from the Page, Instagram, and catalog. 4. Remove the two Brightline staff people. 5. Remove Brightline as a partner. 6. Check Page roles and Instagram settings for any leftover Brightline access outside the portfolio. 5) SECURITY - Require two factor authentication for everyone. Find in Business settings. - Confirm the business email goes to a shared brand inbox, not a person. - Verify harborcycle.com. - Review the portfolio's security alerts. 6) BILLING Add the brand card to the new ad account before Northpeak launches. Brightline's card stays on their account; ask for final invoices for October spend. 7) CHANGE LOG | Date | By | Asset | Action | Before | After | | Oct 20 | Dana | Partners | Added Northpeak | None | Partial tasks | 8) QUARTERLY REVIEW Jan, Apr, Jul, Oct: export people and partners, compare with staff and vendors, confirm two full control admins, remove anyone unrecognized.