An issue came up this week while I was onboarding a new client. They spent thousands of dollars on a new website, have built up some impressive social media numbers and hired me to manage and enhance their messaging. I requested login information and to be set up with permissible access and that’s when things went south.
Come to find out, former employees set up the various social platforms, and no one currently at the company has the login information. Also, the company’s permission in the Google Analytics account is not at the level where they can give permission to a third party (me) to set up goals, etc. This company – after investing a lot of money – doesn’t have the keys to drive their fancy new car! To make matters worse, the new website used the Google Analytic code from the previous website that was designed by an IT company that is no longer in business. We currently can’t determine who has the management permission for this Google Analytic code to gain access to the company.
What a mess. The old social media can’t be shut down, and new ones will need to be set up, and an audience will have to be built from scratch. Currently, I am still researching on how, or if, the google analytic code issue can be fixed. There is a chance that new code will need to be created which means all the previous data will be lost. This disaster could have been avoided. Here are some suggestions to make sure your company retains access to the online presence you invest in:
Secure log-in credentials for your website and social accounts. Before you sign on the dotted line, make it clear what you want before you pay the first installment. You want all superadmin login information and then shown how to sign in and review the site before you sign off on the project. Once you are the superadmin, go in and update your passcode. The web developer would have set you up as an admin and assigned you a passcode, so to be on the safe side, change it once again so only you know it. That way, you always have the ability to turn off permissions to anyone you might no longer want involved with your website (or social accounts).
Use a Designated Gmail. To use Google Analytics, you have to have a Gmail account. Have one set up for social media exclusively and then use this same Gmail account for Google Analytics. All social media notifications will go to this Gmail account. If you have existing social platforms, change the email on these accounts to a designated Gmail account.
Make a List and Keep It Updated. Once you have all the login information, make a list detailing the social media platform, the password and the login for each account. That includes email accounts and log-in credentials. Update this list as social media platforms are added to your marketing mix. As employees and consultants change, change the passwords for everything. This will ensure that former employees or outsourced help cannot gain access to your assets.
Google Analytics. When a Gmail account is set up, request that this Gmail account be given the same permission as your web developer/superadmin. Make sure you set up the correct permission, informing your web developer that you want permission to Edit, Collaborate, Read & Analyze, Manage Users.
Controlling who has access to your data not only gives you the power to share with whom you feel needs to be in the know, but it keeps others from sharing your data with your competition. If you do not have total access and control of your website and social accounts, you’re asking for trouble.