How agencies keep client social media accounts separate

The worst mistake an agency can make on social media is not a weak post. It is a good post on the wrong client's account. Most of the setup below exists to make that impossible, and the rest makes it easy to add a teammate, remove a freelancer, or hand an account back when a contract ends.

The rule: one client, one container

Every client should live in a container that holds only their accounts, their posts, their media and the people working on them. When you are in that container, nothing belonging to another client is on screen, so nothing can be picked by accident.

What that container is called varies by tool. In Publedia it is a workspace. A workspace holds its own connected channels, calendar, posts, files, automations and members, and you switch between workspaces from the menu at the bottom of the sidebar. A post created in one workspace can only go to that workspace's channels.

A lighter alternative is one shared workspace with the accounts grouped by client. It is quicker to set up, but every channel picker then shows every client's accounts, which is exactly the situation that leads to wrong-account posts. Use grouping inside a client's workspace, not instead of it.

Set up each client

1. Create a workspace for the client, named after them. In Publedia, open the workspace menu in the sidebar and create a new workspace.
2. Check the time zone before the first post. The time picker names the zone it schedules in: the workspace's, where one is set, or otherwise the one in your own Preferences. Make sure "9 a.m." means 9 a.m. where the client's customers are.
3. Connect the client's accounts. Ideally the client signs in themselves during a short call, so you never handle their passwords. On most networks you sign in on the network's own screen and the tool never sees the password anyway.
4. Group the accounts if the client has several brands or regions. In Publedia, a channel group (for example "Main brand" and "Outlet") lets you pick every account in a group at once when creating a post.
5. Upload the brand assets (logos, approved photos, templates) to the workspace's files, so they are at hand and never mixed with another client's.

Give people the right access

Invite people to the client's workspace directly rather than sharing one login. Everyone gets their own sign-in, and you can remove one person without changing anyone else's access.

Publedia has three roles in a workspace:

A common pattern:

• Account lead: admin on the client's workspace.
• Content creators and freelancers: editors, on only the clients they work on.
• The client: viewer, if they want to see the calendar and results without the risk of changing anything.

When a freelancer's project ends, remove them from that workspace. Their access to other clients is untouched.

Keep a review step

Two sets of eyes catch the wrong-account post, the typo and the broken link. A lightweight routine:

1. The writer drafts the week's posts and saves them as drafts.
2. A second person reviews the drafts in the preview, where each network's version shows as it will appear.
3. The reviewer schedules them.

For posts produced by an automation (for example, drafts written by AI from the client's blog feed), Publedia's automations can pause for approval: the run waits in Automations, under Waiting for approval, until someone approves it.

Handle reconnections before they bite

Access to a social account expires from time to time, and an expired connection is the most common reason a scheduled post fails. With many clients, check connection health weekly:

• Publedia marks a channel as Expiring soon in the week before its access ends and Expired once it has; a channel whose access the network withdrew shows Needs reconnection. The status on Channels is the warning, so it pays to look weekly.
• LinkedIn access lasts 60 days by LinkedIn's rules, so every LinkedIn channel needs a new sign-in about every two months.
• When a reconnection needs the client's own sign-in, ask a week ahead, not on the morning of a launch.

The reconnecting a channel article covers each case.

Reporting to clients

Keep reporting inside the client's workspace, so numbers are never mixed. In Publedia, Analytics (beta) shows the period's engagement and top posts for the workspace's channels, and exports to CSV on the plans that include it. A monthly one-page summary that names the three best posts and one thing to try next month is usually more useful to a client than a full export.

Ending a client relationship

When a contract ends:

1. Export whatever reporting you owe the client.
2. Cancel or reassign scheduled posts, so nothing goes out after the handover.
3. Disconnect the client's channels, or better, have the client remove the app's access from their account settings on each network.
4. Remove your team members from the workspace, or hand the admin role to the client if they are keeping it.

A checklist for each new client

• A workspace named after the client, scheduling in the audience's time zone.
• Accounts connected by the client, not with shared passwords.
• Channel groups for brands or regions.
• Brand assets in the workspace's files.
• Each person invited with the lowest role that lets them do their job.
• A draft, review, schedule routine.
• A weekly check of connection health.

For the planning side of running several clients, see the content calendar guide. Agencies running many client brands can also ask about the Agency plan on the pricing page.