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Date: August 4, 2025 / Updated: August 22, 2025
Category: Instagram

Many marketing managers considering outsourcing Instagram ad operations to an agency may be unsure where to start. If you neglect proper preparation, you risk running into account connection errors, security vulnerabilities, or even account suspension. This guide explains, step by step and in plain language, the complete preparation process companies should follow before engaging an agency.

Table of Contents [Click to expand]

• Why Preparation Matters
• Basic Account Setup Knowledge
• Pre-Agency Checklist
• Basic Preparation Items
• Permissions & Security Checks
• Detailed Explanation of Required Account Settings
• Key Notes on Facebook Accounts
• Why Meta Business Suite (Business Manager) is Essential
• Understanding Instagram Ad Permission Levels
• Admin
• Ad Manager
• Analyst
• Agency Integration Process
• Differences: Facebook Page vs. Instagram Account Linking
• Step 1: Collect Info from Agency
• Step 2: Connect Instagram & Facebook Pages
• Step 2-2: Agency Linking Process for Facebook Pages
• Step 3: Verification
• Summary: 5 Keys to Successful Agency Integration

Why Preparation Matters

Common issues when outsourcing Instagram ads to agencies include:

• Project delays due to incorrect account settings
• Security risks from improper permission levels
• Wasted time and cost from rework
• Critical troubles such as account suspension

Proper preparation in advance is the only way to avoid these risks.

Basic Account Setup Knowledge

Pre-Agency Checklist

Confirm these before your first meeting with the agency:

Basic Preparation Items

• ✅ You own a real-name Facebook account
• ✅ Company Facebook Page is created
• ✅ Company Instagram Business Account is created
• ✅ Meta Business Suite (Business Manager) is set up
• ✅ Facebook Page is linked to Instagram account

Permissions & Security Checks

• ✅ You know who the current account admins are
• ✅ You’ve decided what permission level to grant the agency
• ✅ Company security policies have been reviewed
• ✅ Scope of access is clearly defined in the contract

Detailed Explanation of Required Account Settings

Key Notes on Facebook Accounts

⚠️ Most important point: Your Facebook account must be registered under your real name. If you create a Facebook Page using a fake name or company name account, you risk suspension.

Avoid (bad examples):

• 山田商事 (Company name)
• やまだたろう (Hiragana only)
• Taro Y (Initials)

Correct example:

• 山田太郎 (Real full name)

Why Meta Business Suite (Business Manager) Is Essential

A common oversight: not setting up Business Manager in advance.

Reasons you must set it up:

• Manage multiple accounts/pages in one place
• Share permissions safely with agencies
• Clarify ownership of ad accounts
• Strengthen security controls

➡️ Without Business Manager, integration is significantly delayed. Open it before contracting with an agency.

Understanding Instagram Ad Permission Levels

Permissions define the scope of what the agency can do. Mismanaging them is a major security risk.

Key Permission Levels:

Admin

Scope: Full access to all features

• Create/edit/delete campaigns
• Change account settings
• Manage other users’ permissions
• Edit payment info
• Delete account

⚠️ Should be kept to the minimum necessary.

Ad Manager

Scope: Essential functions for ad operations

• Create/edit/delete campaigns
• Edit ad sets & account settings
• View and create reports

✅ Recommended for most agency partnerships.

Analyst

Scope: View & reporting only

• View ad performance
• Create/export reports

Best for report-only staff or audit purposes.

Agency Integration Process

Key Differences: Facebook Page vs. Instagram Linking

Facebook Page Linking

• ✅ Agency can send a request directly
• Client just needs to approve

Instagram Linking

• ❌ Agencies cannot send requests
• Client must initiate the process
• Only one Business Page can be linked

Step 1: Collect Info from Agency

Obtain these from the agency in advance:

• Desired permission level
• Business ID (required)
• Name & email of contact person

Step 2: Connect Instagram & Facebook Pages

⚠️ Important: Without linking, ads cannot run.

How to link (via Meta Business Suite):

• Log in to Meta Business Suite
• Go to Settings
• Select Accounts → Instagram Accounts
• Click + Add
• Choose Link Instagram Account
• Enter Instagram login info
• Select the Facebook Page to link
• Confirm “Link Account”

How to confirm:

• “Contact” button appears on Instagram profile
• Facebook Page shows Instagram info
• Account visible inside Business Suite

Common Issues:

• Page not showing → Check if you have Admin access
• Linking fails → Confirm both accounts share same email
• Not a business account → Switch Instagram to Business

Step 2-2: Agency Linking Process for Facebook Pages

Agency Steps:

• Log in to Meta Business Suite
• Go to Business Settings
• Select Accounts → Pages
• Click Add Page
• Select Request Access to a Page
  

• Enter Page name/URL
  

• Select permission level
• Send request & notify client

Client Steps:

• Log in as Page Admin
• Check notification/email for request
• Go to Business Settings → Requests
• Review details:
• Agency name & Business ID
• Requested permission level
• Access period
• Approve request
• Finalize permissions
• Click “Confirm” to complete

Step 3: Verification

• Confirm Instagram & Facebook Page linking is successful
• Confirm agency sees the linked account
• Double-check permission levels
• Record start date of access
• Run a test campaign

Summary: 5 Keys to Successful Agency Integration

• Build foundation with a real-name account
• Set up Business Manager in advance
• Apply minimum necessary permissions
• Carefully select a trusted agency
• Maintain ongoing monitoring & management

➡️ The success of Instagram ads starts with proper preparation. By following this guide, you can build a solid foundation for secure and effective ad operations.