How to organize a Facebook Ads structure for an agency

Use one row per asset, not just per client

A client may have multiple Pages, accounts and responsible parties. Putting everything in one cell makes it difficult to know which permission applies to which asset. Record the project, category, reference, responsible party, access purpose, current status and next review. Keep internal information in an access-controlled location.

The table below is illustrative. Projects A and B are not CHAMPX clients. Replace the descriptions with your actual findings, without adding passwords, authentication codes or unnecessary personal information.

• Download the asset inventory

Classify the issue before taking action

• An existing asset with missing access: identify who can authorize it and which activity must be enabled.
• An asset is genuinely absent: specify its category, quantity and purpose before requesting a quote.
• The structure is unclear: complete the inventory with the client instead of turning uncertainty into a purchase.
• A restriction or error exists: record the affected asset and message, then follow the relevant official guidance.

Define responsibility and review ownership

For each asset, specify who approves access, performs tasks and handles billing or documentation. Prefer permissions tied to the expected work. Assign responsibility for reviewing team changes and contract endings rather than leaving old access grants unattended.

Meta Blueprint's official course covers accounts, permissions and security. Consult current documentation for the available options; an agency job title does not automatically determine the appropriate platform permission.

• Meta Blueprint: business portfolios and permissions

Combine requests without losing project context

After completing the inventory, group similar needs while retaining the connection between every requested item and its original project. A request for three accounts should explain which needs they address without erasing differences in access, configuration and responsibility.

Request itemized quantities, authorization for the procedure, total cost, handover and support conditions. A complete structure label is not an acceptance criterion. Compare the response with the recorded gaps and flag any additional item that still lacks a clear purpose.

• Explore structure planning
• Download the proposal comparison sheet

Assign a person to review the handover

Agree on who checks delivery and where the order reference will be kept. Review each item against the accepted proposal. Record discrepancies before telling the team that the stage is complete. An access grant alone does not establish that every agreed task can be performed.

• Match each asset to an item in the agreement.
• Review quantities, characteristics and expected permissions.
• Record unresolved issues and use the agreed support channel.
• Update the inventory and identify the next review owner.

• Download the acceptance checklist

Plan for offboarding as well

At the end of a contract, review access that is no longer required, document the information handover and confirm who remains responsible for the project. Avoid removing permissions indiscriminately: establish authorization and continuity before making changes.

This is an organizational recommendation, not a guarantee of advertising performance or freedom from restrictions. Bring only the inventory's genuine gaps to the commercial discussion and protect confidential client information throughout the inquiry.

• Discuss business management assets
• Discuss ad account needs

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