Skip to main content

Configuration Changes and Ongoing Maintenance

As your business evolves, Meta Business Suite (incorporating features from the former Meta Business Manager) requires regular updates to configurations, permissions, and access controls. This ensures security, compliance, and operational efficiency. This section covers common changes, best practices for managing them, routine reviews, and strategies for handling personnel transitions.

Common Configuration Changes​

Adding Assets, Updating Permissions, Changing Payment Methods

Configuration changes in Meta Business Suite are frequent tasks that involve adding new assets (e.g., Pages, ad accounts, or Pixels), adjusting user roles, or modifying billing details. These can be performed in the Settings area, with changes logged for auditing.

Adding Assets: Assets like Facebook Pages, Instagram accounts, or ad accounts can be added to your business portfolio for centralized management.

  1. Go to Settings in Meta Business Suite.
  2. Under "Accounts," select the asset type (e.g., Pages or Ad accounts).
  3. Click "Add" or "Create," then follow prompts to link or create the asset (e.g., connect an existing Page or set up a new ad account).
  4. Assign the asset to people or partners via the "Assign" button, selecting permissions as needed. Verify ownership if required (e.g., for domains) using DNS records or meta tags.

Updating Permissions: Permissions control what users or partners can do with assets, such as editing ads or viewing insights.

  1. Navigate to Settings > Users > People (or Partners).
  2. Select the user's name to view assigned assets.
  3. Click "Manage" or "Edit" next to an asset, adjust roles (e.g., from Editor to Admin), and save changes.

For ad accounts specifically, use Ads Manager settings to modify direct permissions. Changes take effect immediately; notify affected users.

Changing Payment Methods: Update billing for ads to switch cards, add new methods, or set defaults.

  1. Go to Ads Manager > Settings > Billing & payments (or Payment settings).
  2. In the Payment methods section, click "Options" next to the method to edit or add a new one.
  3. Enter details (e.g., card info) and select "Make default" if needed.

For mobile, access via the Meta Ads Manager app under Settings. Test with a small ad spend to confirm.

Always review changes in the Business History log to track modifications.

Change Management Best practices​

Documentation, Approvals, Backups

Effective change management minimizes risks like errors or unauthorized access. Focus on structured processes to document, approve, and backup configurations in Meta Business Suite.

  • Documentation: Maintain a log of all changes, including who made them, when, and why. Use Meta's built-in Business History tool to export audit logs. Create an internal changelog (e.g., via shared docs) detailing asset additions or permission updates for reference.
  • Approvals: Implement a review process where changes (e.g., adding partners) require sign-off from admins or managers. Use role-based access to limit who can initiate changes, and enable notifications for oversight.
  • Backups: Before major changes, export key data like audience lists or ad reports. Meta doesn't provide full backups, so use integrations (e.g., with CRMs) to sync data externally. Test restores periodically to ensure recoverability.

Adopt a phased approach: Plan changes during low-activity periods, test in a sandbox if possible, and monitor post-change performance. For larger teams, assign roles for collaboration to avoid confusion.

Periodic Access Review and Cleanup​

Regular audits of access in Meta Business Suite prevent security vulnerabilities and clutter from outdated permissions. Aim for quarterly reviews or after major events.

Steps for Review and Cleanup:

  1. Go to Settings > Users > People (or Partners) to list all users and their assigned assets.
  2. Check each user's roles: Verify if access is still needed (e.g., remove view-only for inactive team members).
  3. Under Assets (e.g., Pages or Ad accounts), review connected users and revoke unnecessary permissions via "Remove" or "Edit."
  4. Use the Business History log to identify inactive users (e.g., no logins in 90 days) and clean up.
  5. For broader cleanup, audit business portfolios for duplicate assets or unclaimed Pages, and remove them to streamline.

Meta may automatically flag inactive accounts, so proactive cleanup maintains compliance. Document reviews and rotate admin credentials periodically for added security.

Handling Staff Turnover/Agency Changes​

When employees leave or agencies change, promptly revoke access to protect assets and data in Meta Business Suite. This prevents unauthorized actions and maintains control.

Steps for Removal:

  1. In Settings > Users > People, select the departing user's name.
  2. Click "Remove" or "Manage" to revoke access to all assets (e.g., Pages, ad accounts).
  3. Confirm removal; changes are immediate and logged.

For Pages specifically: Go to Accounts > Pages > Select Page > Locate user > Remove access.

If transferring ownership (e.g., to a new agency), add the new partner first via Partners > Add, then assign assets before removing the old one.

For agencies, use partner sharing to transition smoothly without downtime. Maintain a list of access holders and update it during offboarding. If access is lost (e.g., former admin), contact Meta support with verification.