A marketing handoff starts with knowing which accounts exist and who can administer them. Build an inventory of the domain, website, advertising, business profiles, analytics, forms, calendar and CRM. Assign a business owner for each before changing suppliers or launching a new campaign.
The inventory should describe access and responsibilities, not become a shared password file. Use the services' supported access controls and your approved credential-management process. Record the people who can approve changes and recover access if a team member leaves.
List the assets that support one customer journey
Follow a campaign from ad account to landing page, form, booking tool and CRM. Add analytics and reporting connections along the route. This exposes dependencies that a list of social logins can miss, such as an old provider's integration user owning the form notification.
For each asset, record the account identifier, business administrator, billing responsibility, current supplier role and planned handoff action. Keep sensitive credentials out of the worksheet. A named owner and a verified access check are more useful than a vague note saying the agency has it.
- Domain registrar, DNS, hosting and business email dependencies.
- Advertising accounts, pages and the relevant business administration setup.
- Analytics, Search Console and Business Profile access.
- Forms, calendars, CRM records and automated notifications.
- Reporting exports, content files and the documented handoff process.
Verify business access before removing supplier access
Have an authorized business administrator sign in and confirm the relevant role. Check that recovery and billing contacts remain available to the business. Do not assume a copied report or a screenshot means the underlying account can be administered.
Ask the outgoing and incoming teams to identify scheduled jobs and integrations that depend on a particular user or token. Replace those dependencies through the supported process before revoking access. Coordinate the timing so the business does not lose enquiry handling during a routine handoff.
Define what the incoming team needs to do
Give access according to the agreed work. A content editor, campaign manager and reporting reader need different capabilities. Avoid granting broad administration simply because it is easier than deciding who will maintain the account.
Record the purpose and owner of each access change. When a contractor changes its marketing scope, revisit whether every supplier still needs the same role. Keep the approval process clear enough that routine edits do not depend on an unavailable former employee.
Finish with a practical handoff check
Test a website edit, a form enquiry and a reporting view with the new authorized setup. Confirm who receives the notification and where a failed connection will be noticed. Keep a contact for resolving a problem during the transition.
Review the inventory when people, suppliers or core tools change. An annual account list that nobody updates may miss the integration added last month. Include access ownership in the same operating review that checks campaigns and customer handoffs.
Common questions
Should our agency be the only administrator?
- The business should understand and retain the administration and recovery access appropriate to the account. Use named supplier roles according to the agreed work and platform capabilities.
Should we email all passwords to the new provider?
- Use supported account invitations and your approved secure credential process. Keep the access inventory focused on ownership, roles and handoff tasks rather than shared secrets.