How to manage user roles for Facebook Assets (Ad Accounts, Pages, Pixels, etc)

YouTube videos that could help you do this task :

Facebook Business Manager for Agencies Tutorial :

Goal: To properly and securely assign and revoke employees, freelancers, and partners access to a Facebook Asset.

Ideal Outcome: You have full control over who has access to your Facebook Asset, and have successfully assigned or revoked access to your employee or partner.

Pre-requisites or requirements:

You need a Business Manager Account;

Why this is important: If your assets aren’t properly accounted for and managed, you can easily lose track who has access to what.

Where this is done: Inside Facebook Business Manager.

When this is done: Every time you start to work with somebody else on a Facebook Asset.

Who does this: The person responsible for managing access to Facebook assets.

• Enironment Setup

Important:

• If you are using the new Ads Manager UI, switch first to the previous version:

• (Optional) Migrating your assets from a personal profile to your Business Manager

If some of your Facebook assets (Ads, Pixels, Pages, etc) are NOT currently being managed with Facebook Business Manager, you will need to complete this step. If you’ve already done this, you can click here to skip to the next step.

We recommend to always use Facebook Business Manager to manage your Facebook assets regardless of whether you’re an agency managing campaigns for clients or company granting access to employees or agencies.

• If you don’t have a Business Manager account yet, you can follow

This chapter of the SOP will walk you through the steps to claim access to assets that were outside of Business Manager (i.e. with personal Facebook account).

**Important**: Claiming assets should only be performed if you are the actual owner of that asset. If you are an agency, freelancer, or employee working on another company/person’s assets (Pages, Ad Accounts, etc) do not claim that asset. Instead, you can simply be assigned the role that you need by following the next chapters of this SOP.

• Access given: Admin
• Typical scenario: In the early stages of your business, you or an employee created an Ad Account or a Facebook Page using their own personal profile. Your business should now use Business Manager to manage your assets. This will also allow you to easily control grant and revoke access to your assets to your employees or when working with freelancers, agencies, or consultants.
• Who performs this action: The Admin of the Business Manager account that wants to claim the assets. (This could be the business owner, a CEO, or other stable member of the organization)
• Inputs needed:
• Assets to claim;
• E.g: “A Site About Emoji’s Facebook Page”
• ID/URL of the Assets;
• E.g: “https://www.facebook.com/A-page-about-emojis/”
• Current owner;
• E.g: “Phill, our Marketing Manager”
• Adding your Pages to your Business Manager:

1. Log in to your Business Manager here;
2. On the header click “Business Settings”;

3. On the sidebar click “Pages” → “+Add” → “Add a Page”;

4. Search for your Page’s name, or alternatively paste your page URL → Click “Add Page”:

5. That’s it! You’ve added your page to your Business Manager. If you were already an Admin of the page your request will be approved immediately and you will be added as a Page Admin for that page inside your Business Manager.

• Adding your Ad Accounts to your Business Manager:

1. Log in to your Business Manager here;
2. On the header click “Business Settings”;

3. On the sidebar click “Ad Accounts” → “+Add” → “Add an Ad Account”;

4. On the sidebar click “Ad Accounts” → “+Add” → “Add an Ad Account”;
5. You’ll find a field prompting you to enter you “Ad account ID”, you can find your Ad Account ID by opening “Ads Manager” and clicking on the top-left dropdown. Copy that Ad Account ID over to that field, when you’re done click “Add Ad Account”;

6. That’s it, you’ve claimed your Ad Account and if you were an Admin before, you now have Admin access to that Ad Account as well.

• Select the right user role per asset

First, you will need to determine the right permission levels you wish to grant along with access to your assets. This section will explain the right user roles per asset.

1. Business Manager:
1. Admin - Only assign this role to people that you absolutely trust and that need to use the additional privileges (see the table below);
2. Employee - Use this role to assign assets (e.g: Pages / Ad Accounts) to people that will be working on them;

Image: Business Manager access levels

2. Ad Accounts:
1. Admin - Only assign this role to people that you absolutely trust and that need to use the additional privileges (see the table below);
2. Advertiser - Use this role to assign your Ad Account to an employee or a partner that will work on your account;

**Note: This allows your employee or partner to create and edit Ads on your Ad Account, but they won’t be able to change your account spending limit (if you currently have one).

3. Analyst - Use this role to share your Ad Account with analysts that won’t necessarily need to create or edit your Ads.
1. E.g: If you want to share your Facebook Ad Account results with your other team members, or with an agency that is not currently managing your Facebook Ad Account, just auditing it.

Image: Ad accounts access levels

3. Pages:
1. Admin - Only assign this role to people that you absolutely trust and that need to use the additional privileges (see the table below);
2. Editor - This is typically the role that fits a Social Media agency that manages a client’s Facebook Page;
3. Moderator - This is typically the role that fits a partner or employee that manages a client’s customer service;
4. Advertiser - This is typically the role that fits an Ad Agency that wants to advertise with the client’s Page;
5. Analyst - This access level will only allow your employee or partner to access Facebook Insights, and therefore carries a very low-risk. Typically used by Content Marketing agencies to analyse your audience’s demographics and psychographics;

Image: Pages access levels

5. Pixel:
6. Editor - Pixel Editors can create audiences, make changes to your pixel and use it to create conversion ads. This is typically the role you would give to an Ad Agency;
7. Analyst - Analysts can only view information about the pixel, but they can’t use it to create any audiences, or ads.
8. Finance Management:
1. Finance Editor - An editor can view, and make changes to your financial details. If you have a finance department, or you have to constantly add and remove credit cards to your Facebook Ad Account, you might want to assign them this role.
2. Finance Analyst - An analyst can only view finance details about your business but can’t make any changes. If you have an assistant collecting your invoices periodically for reporting or tax purposes, this is the role that you want to use.

Image: Finance Management access levels

• Use the links below to jump to the section of this SOP that fits your needs
• I’m the owner of the assets and want to assign them to a third party:

7. My freelancer or agency told me they’re using Business Manager as well: Assigning assets from a Business Manager to another Business Manager;
8. My freelancer or agency told me they’re not using Business Manager:
• It’s the first time you’re working with them: Granting access from Business Manager to a Personal Profile for the first time;
• You have already added them to your Business Manager in the past: Assign Assets from a Business Manager to a Personal Profile already added to your Business Manager;

• I’m the owner of the assets and want to assign them to an employee:

9. It’s the first time you’re working with that employee: Business Manager to a Personal Profile for the first time;

1. You have already added that employee to your Business Manager in the past, but you want to assign a new asset: Assign Assets from a Business Manager to a Personal Profile already added to your Business Manager;

• I’m the owner of the assets and want to revoke access from someone else:
1. That person/business won’t need access to any of the assets in the future: Revoke All Assets from a Business Manager or a Personal Profile;

1. That person/business won’t need access to specific assets only, but will keep workin on other assets: Revoke Access to Specific Assets from your Business Manager;

• Granting access from Business Manager to Business Manager
• Access given: Multiple
• Typical scenario: An agency starts working with a client for the first time and needs access to multiple assets.
• Who performs this action: The entity that wants to share access to their Business Manager (typically this is the client).
• Inputs needed: You will need your Agency’s (or whoever you want to assign access) Business ID. If you don’t have it, request it from your agency.

**Note: If the entity that you need to give access to, is having trouble finding their Business ID, send them these instructions:

1. Log in to your Business Manager here;
2. On the header click “Business Settings”;

3. On the sidebar, click “Partners” → “+ Add”

4. Enter your partner’s Business ID (your partner needs to provide you with this) → “Next”;

5. Select all the Assets that you would like to share with your partner, their roles (access-levels), and when you’re done, click “Assign Assets”:

**Note: You can check what each of the roles mean and their typical use-cases by clicking here.

6. That’s it! You’ve successfully given access to your assets to your partner’s Business Manager, he is now able to also assign the same permissions that you’ve set to other members of his team.

• Granting access from Business Manager to a Personal Profile for the first time
• Access given:
• Typical scenario: An agency assigns ad accounts and pages to their employees, so they can work on them. A business owner / team leader assigns ad accounts to a member of his team.
• Who performs this action: The entity that wants to share access to their Business Manager’s assets (typically this is the agency assigning to employees, or the business owner / team leader assigning to employees or a freelancer).
• Inputs needed:
• Employee’s work email;
• Role (Access level);
• Assets to assign;

1. Log in to your Business Manager here;
2. On the header click “Business Settings”;

3. On the sidebar, click “People” → “+ Add”

4. Enter the email address of the person that you want to give access to (ideally their work email, it doesn’t need to be the email associated with their personal Facebook account), make sure you are assigning the right roles, and click “Next”;

**Note: You can find each role description in :

💤How to manage user roles for Facebook Assets (Ad Accounts, Pages, Pixels, etc)

5. Select all the Assets that you would like to share with your partner, their roles (access-levels), and when you’re done, click “Assign Assets”:

**Note: You can check what each of the roles mean and their typical use-cases by clicking here.

6. That’s it! Your employee will receive a confirmation email that they can use to connect their own account. You might want to send your employee the instructions below.

• Employee’s Instructions:

1. Your employee, will receive an email containing the confirmation link, a few minutes after you’ve sent the invite:

2. Open the email → Click “Get Started”

1. Open the email → Click “Get Started”

3. Login to the personal Facebook account, and that’s it, that Business Manager account and its assets are now being shared!

• Assign Assets from a Business Manager to a Personal Profile already added to your Business Manager

1. Log in to your Business Manager here;
2. On the header click “Business Settings”;

3. On the sidebar select what kind of asset you want to assign to your employee or team member (Page, Ad Account, etc) → Select the specific asset you want to assign on the middle column (E.g: What’s the specific Page that you want to assign) → Click “Add People”.

4. Select the employees that you would like to assign that asset, make sure you’ve select the right roles for each of them → Click “Save Changes”;

5. That’s it! Your employees will appear on the list long with their assigned roles:

• Revoke access to all assets from a Business Manager or a Personal Profile

To remove a partner from your Business Manager:

1. Log in to your Business Manager here;
2. On the header click “Business Settings”;

3. Select the partner that you want to remove (e.g. an agency you’re no longer working with), and click “Remove Partner”

To remove an individual from your Business Manager:

4. Log in to your Business Manager here;
5. On the header click “Business Settings”;

6. Select the partner that you want to remove (e.g: a former employee), and click “Remove”

• Revoke Access to Specific Assets from your Business Manager

1. Log in to your Business Manager here;
2. On the header click “Business Settings”;

3. On the sidebar, select the asset type that you want to manage (e.g: Pages) → select the specific asset that you want to manage (e.g: Emoji’s Client Page) → You will be able to see who have you given access to that asset, hover the name that you want to remove → Click on the “X” button to remove that individual;

4. Click “Confirm”;

5. That’s it! That person or partner no longer have access to that asset.