Agency Onboarding
Part of Changing agencies
Collecting working files and campaign history
Request usable creative files, campaign settings, reports and decision records for an incoming agency, subject to agreement and licence limits.
Collect the material an incoming agency needs to continue the agreed work, then check that it is usable. Separate finished deliverables, editable sources, platform records and explanations of past decisions. The outgoing agreement, licences and account setup determine what can be supplied and reused.
Inventory the live work first
For each live or imminent campaign, record its current version, where it runs, who owns the next action and which material is needed to change it. Request the relevant parts of a handover package:
- Creative:approved final assets, editable files where included, asset names and licence restrictions.
- Campaign setup:account and campaign IDs, current settings, audiences or exclusions, budgets, destinations and scheduled changes.
- Measurement:event or conversion definitions, source reports, reporting periods and known gaps.
- Decisions:approved briefs, material changes, investigations, approvals and open questions.
Do not assume a finished advertisement comes with every source file, font, stock asset or agency template. Check the agreement and third-party licences. If an item cannot be supplied, ask what usable alternative the outgoing agency can provide.
Export records with their definitions
Include relevant Google Ads account, campaign and ad-group performance records, along with the relevant change history. Ask for a handover note on important decisions alongside the platform record.
For Google Analytics 4, use the available report sharing or export options. Record the property, report, date range, filters, metric definitions and export date. Check whether the information shared or exported covers what the incoming team actually needs.
Ask for planning and approval records covered by the agreement. If work depends on a manager-owned asset or an external tool, record the dependency and who will replace or maintain it. An export does not transfer ownership of a platform feature or third-party licence.
Check that the package works
Give the client owner and incoming agency a short acceptance task: find the approved creative for a live campaign, open an editable file that is due, locate a key report with its definitions and identify the next scheduled decision. Record missing, unusable or restricted items while the outgoing team can still explain them.
Transfer customer-level information only where the incoming team needs it and the business has checked the applicable purpose and permissions.
For organisations covered by the Australian Privacy Principles, personal information no longer needed may need to be destroyed or de-identified, subject to the rules and exceptions that apply. Record what was transferred, to whom and for which task.
Privacy & Data Handling Requirements
- APPLYING APPSPersonal information must be destroyed or de-identified if no longer needed under Australian Privacy Principles (APP)
- TRANSFER AUTHORITYCustomer-level data only transferred where necessary and with approved purpose and permissions
- RECORD OF TRANSFERDocument what was transferred, to whom, and for which task
