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- Access: filled example (CSV) · blank (CSV)
- Knowledge handover: filled example (CSV) · blank (CSV)
- First 30 days: filled example (CSV) · blank (CSV)
- Offboarding: filled example (CSV) · blank (CSV)
In Google Sheets: File, Import, Upload, then pick the CSV.
What's inside
- An access checklist: each account and tool, the role to give, who grants it, whether two-step sign-in is on and who owns recovery
- A knowledge handover: where the brand voice, calendar, logins policy, reports and open issues live, and who explains each
- A first 30 days plan, week by week
- An offboarding checklist for whoever is leaving, so access is removed and nothing is lost
- A filled example for Marlow & Finch, a fictional estate agency (every name is made up), and a blank CSV of each sheet
How to use it
- List every account and tool the role touches, including the ones nobody has opened in months.
- Give each person their own access through the platform's own user roles. Avoid sharing one password between people.
- Make sure the business, not one person, owns every account and its recovery email and phone number.
- Hand over the knowledge as well as the logins: voice, plans, reports, open complaints and anything promised to customers.
- Set the first 30 days so the new person learns before they change things.
- When someone leaves, remove their access on their last day and record it.
Preview: Access
A filled example for a made-up small business, first 8 of 9 rows.
| Account or tool | Role to give | Granted by | Date | Two-step sign-in on? | Recovery owned by the business? | Done |
|---|---|---|---|---|---|---|
| Facebook Page and Instagram (Meta business portfolio) | Partner access for the agency; Page access for Chloe | Nadia (director) | Mon 2 Nov | Yes | Yes: office email | Yes |
| LinkedIn company page | Content admin | Nadia | Mon 2 Nov | Yes | Yes | Yes |
| Google Business Profile | Manager (not owner) | Nadia | Mon 2 Nov | Yes | Yes | Yes |
| TikTok | Own login added by the account owner | Nadia | Mon 2 Nov | Yes | Yes | Yes |
| Scheduling tool | Editor | Nadia | Mon 2 Nov | Yes | Yes | Yes |
| Design tool | Team member | Chloe | Mon 2 Nov | Yes | Yes | Yes |
| Photo library (shared drive) | Edit access to the social media folder | Office manager | Mon 2 Nov | n/a | Yes | Yes |
| Website analytics | Viewer | Office manager | Tue 3 Nov | Yes | Yes | No |
Preview: Knowledge handover
A filled example for a made-up small business, first 8 of 10 rows.
| Topic | Where it lives | Who explains it | Done |
|---|---|---|---|
| Brand voice and words we never use | Brand voice guide, shared drive | Agency (Brightside Social, fictional) | Yes |
| Content pillars and this month's calendar | Scheduling tool and the calendar sheet | Agency | Yes |
| What's scheduled for the next 30 days | Scheduling tool | Agency | Yes |
| Monthly reports for the last six months | Shared drive, Reports folder | Agency | Yes |
| Open complaints and messages awaiting a reply | Inboxes, plus a list from the agency | Agency | Yes |
| Anything promised to customers or partners | List from the agency | Agency | Yes |
| Photo permissions: which vendors and buyers agreed to be shown | Permissions sheet | Nadia | No |
| Property listing rules: what we can and can't say about a home | Office policy | Nadia | No |
Preview: First 30 days
A filled example for a made-up small business.
| Week | Task | Owner | Done |
|---|---|---|---|
| Week 1 | Read the brand voice guide, the last three monthly reports and every post from the last 60 days | Chloe | Yes |
| Week 1 | Shadow the agency on one week's posting and replies | Chloe and agency | Yes |
| Week 2 | Run the daily inbox routine with the agency watching | Chloe | No |
| Week 2 | Write next month's plan as a draft; agency comments | Chloe | No |
| Week 3 | Take over posting and replies; agency on call | Chloe | No |
| Week 3 | Meet each branch manager for 20 minutes: what do buyers and sellers ask? | Chloe | No |
| Week 4 | Write the first monthly report | Chloe | No |
| Week 4 | Agency handover ends; offboarding checklist completed | Nadia | No |
Preview: Offboarding
A filled example for a made-up small business.
| Task | Who | Date | Done |
|---|---|---|---|
| Remove partner and user access on every platform | Nadia | Fri 27 Nov | No |
| Remove access to the scheduling tool, design tool and shared drive | Office manager | Fri 27 Nov | No |
| Change any shared passwords the agency knew | Nadia | Fri 27 Nov | No |
| Check every account's recovery email and phone belong to the business | Nadia | Fri 27 Nov | No |
| Collect final files: designs, photos, reports | Chloe | Fri 27 Nov | No |
| Check scheduled posts still make sense after the handover | Chloe | Fri 27 Nov | No |
Tips
- Marlow & Finch, Brightside Social and every name in the example are made up.
- Google Business Profile Help says a profile can have owners and managers, and that managers have nearly the same access as owners except that they can't add or remove users or remove the profile (checked on 15 October 2026). Give a new hire or agency the manager role unless they need more.
- Meta business portfolios let you give a partner, such as an agency, access to your business assets. Our guide to setting up a Facebook business portfolio covers it.
- Keep the business as owner of every account, with a recovery email and phone the business controls. When someone leaves, the accounts stay.
- Do the offboarding checklist on the last day, not when you remember. Old access is a common way accounts get misused.
- Zolyp, which makes this template, has unlimited team members on every plan, so a new hire or agency can be invited with their own login rather than sharing one.
Common questions
What should a social media onboarding checklist include?
Access to every account and tool through each platform's own roles, the knowledge that isn't in the logins (voice, plans, reports, open issues, promises), a first 30 days plan and an offboarding checklist for whoever is leaving.
Should I share my social media passwords with an agency?
It's safer not to. Most platforms let you add people with their own login and a role, such as a manager on Google Business Profile or partner access in a Meta business portfolio. Then you can remove one person without changing everyone's password.
What should happen when a social media manager leaves?
Remove their access on their last day, change any passwords they knew, check that the business owns every account's recovery details, and collect their files and notes before they go.
Is the estate agency real?
No. Marlow & Finch, its agency and its staff are made up to show how a filled checklist reads.
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- Facebook business portfolio setup
- Social media manager job description
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