Client Access Runbook

Leadfins · do it in this order

Connect Meta, the CRM and Calendly, fast

The exact order to set up a new client. Left is what the client does, right is what we do. Send the copy-paste message at each client step and tick it off.

~30 min total3 systems1 order, top to bottom
Before you send anything, confirm these exist
  • Client has a Meta Business portfolioAlso called Business Manager. The Meta account holding a company's ad accounts and pages, at business.facebook.com., an ad account and a Page. If no portfolio, do phase 0 first.
  • Client has a payment method ready for the ad account. We never see it.
  • Client is an admin on their CRM (GoHighLevel or HubSpot) and on Calendly.
  • Calendly is on a paid plan that allows adding members.
  • The access email top-right is set to the address you want them to grant.
0

Only if the client has no Business portfolio

skip if they already have Meta Business Manager
Client does
Time
Leadfins does
Client · 2 min

Create a Business portfolio

Send the client
Quick check before we start: do you already have a Meta Business Manager (a Business portfolio)?

If not, it takes 2 minutes:
1. Go to business.facebook.com
2. Click Create account
3. Enter your business name, your name, and work email
4. Confirm the email Meta sends you

Reply "done" and I will send the next step.
0:00start
1

Meta accessFastest

partner-by-ID, no extra tools
Client does
Time
Leadfins does
Client · 3 min

Add Leadfins as a partner, assign assets

Send the client
To get your ads running we need partner access. About 3 minutes:

1. Go to business.facebook.com/settings
2. Left menu, under Users, click Partners
3. Click Add, then "Give a partner access to your assets"
4. Enter our partner ID: 1430759234892114
5. Turn ON: your Ad Account (full control), Facebook Page,
   Instagram (if used), and under Data Sources your Pixel
6. Click Save

Reply "done" and we will take it from there.
Blocker: they must be an admin. If "Partners" is missing, the real owner has to do this.
0:02+3 min
0:05+2 min
Leadfins · 2 min

Confirm the assets landed

Partner-shared assets appear automatically in our portfolio, no accept needed. In our Business Settings, open Partners and confirm the ad account, Page and pixel are all visible with the right permission.

Client · 2 min

Put a card on the ad account

Ads cannot spend without it. We never see or touch it.

Send the client
One more quick one. Your ad account needs a card on file before ads can run. It stays entirely on your side, we never see it.

1. Go to business.facebook.com
2. Open Billing and payment settings for the ad account
3. Add a payment method
4. Reply "done" when it is set.
Blocker: the most common delay. Ask for this at the same time as the step above, not after.
0:07parallel
0:10+3 min
Leadfins · 3 min

Wire tracking

Confirm the pixelTracking code on the client's site that reports ad results to Meta. We get access, the client keeps ownership. or dataset is active, set up the conversions API if used, check the Page can publish. Client keeps pixel ownership.

2

CRM access · GoHighLevelHubSpot

switch CRM top-right
Client does
Time
Leadfins does
Client · 2 min

Add us as a user in the sub-account

Send the client · GHL
To connect your CRM, add us as a user:

1. In your account go to Settings, then My Staff
2. Click Add Employee
3. Name: Leadfins Team
4. Email: access@leadfins.com
5. Role: Admin (or User with Conversations, Calendar,
   Contacts and Opportunities on)
6. Save

Reply "done" and we will confirm.
Client · 2 min

Invite us as a user

Send the client · HubSpot
To connect your CRM, invite us:

1. Go to Settings, then Users and Teams
2. Click Create user / Invite users
3. Email: access@leadfins.com
4. Permissions: Marketing, Ads and Contacts
   (or Super Admin if simplest for you)
5. Send the invite

Reply "done" and we will accept it.
0:12+2 min
0:15+3 min
Leadfins · 3 min

Log in and build the flow

Log in to the sub-accountIn GoHighLevel, one client's own workspace inside an agency account., confirm the tabs are visible, set up the pipeline and the booking calendar.

Leadfins · 3 min

Accept and build the flow

Accept the email invite, confirm permissions are enough, set up the pipeline, lists and the meeting link.

3

Calendly access

so booked calls flow into the CRM
Client does
Time
Leadfins does
Client · 2 min

Invite us to Calendly

Send the client
Last one, your booking tool:

1. In Calendly open Admin Center, then Users
2. Click Invite users
3. Email: access@leadfins.com
4. Role: Admin
5. Send

Reply "done" and we will wire it to your campaign and CRM.
Blocker: adding members needs a paid plan. On free, share the scheduling link and make us a co-host.
0:17+2 min
0:22+5 min
Leadfins · 5 min

Build the event and connect it

Accept the seat, create the qualified-call event with screening questions, connect Calendly to the GHLHubSpot CRM, put the link on the landing page.

4

Verify, then go live

do not launch spend until this is ticked
Client does
Time
Leadfins does
0:30+8 min
Leadfins · 8 min

End-to-end test

  1. Book a test call through the landing page.
  2. Confirm it lands in Calendly and creates the CRM contact and opportunity.
  3. Confirm the pixel fires the conversion in Meta Events.
  4. Confirm the ad account card is on and spend is unblocked.
  5. Send the client a short "you are fully set up" note.

What slows setups down

Almost every delay is one of these. Ask for them up front, in parallel.

No Business portfolio
Client has only a personal ad setup. They must create a portfolio first (phase 0).
No payment method
Access can be granted but ads cannot spend. Request the card step in parallel, never after.
Client is not admin
If "Partners" or "My Staff" is missing for them, get the real owner on it.
Two-factor prompts
Warn the client a security check mid-flow is normal so they do not abandon it.
Free Calendly plan
Cannot add members. Fall back to a shared link plus co-host, or upgrade.
Pixel ownership
Take access only, never ownership. Ownership creates a mess if the relationship ends.

Sources

Current 2026 docs the steps follow. Re-check a label before treating it as exact, these tools rename screens often.

Meta · add partners to your Business Manager Leadsie · access to a Meta Business portfolio (2026) OneClick Onboard · Meta access from clients (2026) HighLevel · user access, agency and sub-accounts HubSpot · add users Calendly · add or remove users and seats