Can you believe Facebook has been around for 20 years? Zuckerburg launched it from his dorm room in 2004, and the world has never been the same.
Today’s high school kids weren’t even born when social media was invented. Let that sink in for a moment… I won’t blame you if you suddenly feel old!
In all seriousness, Facebook – oops, I mean Meta – may have created a tectonic shift in our society, but it doesn’t always make it easy to manage. It’s always changing things like:
- Layout
- Terminology
- Features
And more! It can be very overwhelming, even for me, who focuses specifically on social media for schools as my full-time business.
One question that pops up nearly every week with schools across the country is how to properly access administrative rights to the school’s Facebook page. It’s not a simple process to explain, but today, I will do my best to break it down for you.
At #SocialSchool4EDU, we serve more than 85 schools with social media management. Thanks to these experiences, I’ve encountered plenty of challenges with the proper setup of school pages! This guide breaks down everything you need to know about managing your school’s Facebook page the right way.
Before diving in, I have to emphasize: Do NOT run your Facebook page through a fake personal profile. This blog explains why this is so important, and exactly how to fix it:
All set? Now that we’ve covered this important first step, let’s get started with Meta Business Portfolio!
What is Meta Business Portfolio?
Meta Business Portfolio, formerly called Meta Business Manager, is a one-stop platform to manage business tools, assets, and employee access. It enables you to:
- Manage marketing and advertising activities
- Control users’ access
- Verify your account
- Enhance security (co-workers won’t see each other’s personal information)
- Manage multiple pages in one account
By adding your school’s Facebook page to the Meta Business Portfolio, you can control administrative access, verify your business for security, and more.
Why Proper Setup is Crucial
If you think, “I don’t run ads or manage multiple pages, so this doesn’t apply to me,” think again. Here’s why:
- Facebook may have already created a Meta Business Portfolio account for you without your knowledge.
- Facebook is auditing business pages. Improper setups can lead to losing access to features (e.g. linking Instagram).
Let’s walk through how to check your setup and get your Meta Business Portfolio in order.
Step 1: Check “Page Roles” for an Existing Meta Business Portfolio
From a computer, go to your Facebook page settings and select “Page Roles.” If you see “Business Portfolio Access,” your page is already claimed. Move to Step 2A.
If not, proceed to Step 2B.
Please note that any name that you see on the “People with Facebook access” will not have access through the Business Portfolio (BP). In this case, it is Kyra, Angie, and Michele.
When someone has access in the Business Portfolio, they are not listed on this screen. My profile, Andrea Gribble, is not listed because I have access in BP. You will only see the Facebook profiles that have access to the Business Portfolio when logged in to that BP. This makes it very difficult if your name is listed above because you won’t be able to check who has access.
Step 2A: Verify Access to the Meta Business Portfolio
Log into your Facebook account and visit business.facebook.com. If you see an option to “Create Account,” you don’t have access. Move to Step 3B.
If you see Meta Business Suite in the upper left-hand corner, click on the arrow next to the account in the first box. Find the business asset that matches your page. You can see below I have access to two business assets – New Auburn School District BP and Kent Schools BP.
Once you select your business asset, click the Business Portfolio info and verify the Business ID matches what’s listed in “Page Roles.” In this case, the IDs match (205768…). Proceed to Step 3A.
If the IDs do not match, then you may not have access to the proper Business Profile. Proceed to Step 3B.
Step 2B: Set Up a New Meta Business Portfolio
Go to business.facebook.com and follow the prompts. Use the email linked to your personal Facebook account, which is the same one you use to manage your school’s page.
If your email is outdated, update it in your Facebook settings first. Once your account is set up, move to Step 3A.
Overwhelmed already? Join my membership program for exclusive resources and personalized support. We routinely assist schools in completing this process but only offer this service to members.
Step 3A: Verify Users & Accounts
Under “Users,” go to “People” and verify the users listed.
Add at least two administrators with full control to ensure access should one person’s account be compromised. To add people, use their Facebook email addresses. The “Next” button will make itself available once you hit a space after you enter the email address. Follow all prompts and select the proper access level. Some admins can be given partial access, but at least two should have full control.
Under “Accounts,” go to “Pages” and verify the Facebook page. You can add other Facebook accounts to this Business Portfolio. For example, if you have one district page and a Facebook page for each of your schools, it would be advised to have all of the pages within this one Business Portfolio account. In order to hit the “Add” button and select the page, you will need to have admin access to the page, and it cannot already belong to a different BP account.
Here, you will also see who has access to the page, both in the portfolio and not in the business portfolio. You can add them to the business portfolio by hitting the ”Add” button. You will need the email address that they use to log into Facebook.
You might wonder if all people with access should be added through the BP account. It’s really up to you. If you manage multiple Facebook pages, I would recommend adding them to BP because you can control access in this one central location. If you manage only one Facebook page per Business Portfolio account, it really is a personal preference.
When someone is added through Business Portfolio, they receive an email invite. When they are added through page roles under settings in step 1, they will receive a notification that they’ve been invited to manage the page. If the notification doesn’t show up, they can check their page invites by visiting facebook.com/pages and checking “invites.” Invites to manage a page would show up at the very top, followed by invites to like or follow pages.
Step 3B: Gain Access to Business Portfolio
If you don’t have access to the Meta Business Portfolio, you’ll need to:
- Reach out to anyone who previously managed the page to regain access. Walking them through the process (in person or via screenshare) of steps 2A followed by 3A to invite you to the BP account.
- If no one can help, contact Facebook Support via the Business Help Center – business.facebook.com/business/help/. Select “Get Support” and under “Still need help?” select “Contact support.” Follow the prompts and information requested. You won’t be able to select the Business Portfolio asset since you don’t have access to that yet, so just select your Facebook page.
Eventually, you will need to provide a signed document on official letterhead describing what you are requesting along with a copy of your driver’s license and documents like a W9 from the school to verify your connection with the account.
Here is an example of a letter:
To whom it may concern:
I am reaching out to gain access to Business Portfolio ID (add ID number).
Page Name: Add Facebook page name
I am providing a copy of my ID and a copy of a W9 for the Add school name and address.
Explanation:
We had an employee with access who no longer works within our district and we can’t get added to the page.
Page name, link and requestor’s relationship:
Add the Facebook page name and URL link
Your Name, Your title
Requester’s full name, personal Facebook profile link, and email associated with profile:
Your Name – Your Facebook URL – Your email used to log in to Facebook
Current Administrator:
I am a current administrator looking to gain access to the Business Portfolio (add #)
Declaration Statement from requestor:
I, Your Name, certify that the information provided is true and accurate.
Thank you,
Your Name
Your Title
Step 4: Complete Business Portfolio Information
In “Business Portfolio Info,” set your primary page, add business details, and turn on two-factor authentication. Note that two-factor authentication will be required for all admins.
Next Steps
Congratulations! You’ve set up your Meta Business Portfolio! To further enhance your page’s functionality, connect Instagram, verify your domain, and more.
Need more help? Join my membership program for exclusive resources and personalized support. We routinely assist schools in completing this process but only offer this service to members.