Access & Accounts Checklist
Everything the incoming marketing manager needs in order to start: logins, tools, documents and a few decisions. Most of it costs nothing and takes minutes to grant. The usual delay is working out who holds it, which is what the last two columns are for.
Two requests about how, not what. Accounts should be owned by Papago rather than by an individual or an agency, because a page tied to a personal profile or an ad account owned by a vendor leaves when they do and takes the history with it. And I am not asking for anyone's password. Every system here supports named users with roles, which keeps access auditable.
⋮⋮Identity and day-one basics
| When | Item | Likely holder | Who / date | ||
|---|---|---|---|---|---|
| ⋮⋮ | D1 | Email address on papagovans.comEvery account invite below routes to it. A personal address creates an orphaned login the company cannot recover later. | IT / ownership | ||
| ⋮⋮ | D1 | Calendar and shared calendarsBuild schedule, delivery dates and trade shows drive the content calendar. | IT | ||
| ⋮⋮ | D1 | Internal chat: Slack, Teams or whatever is actually usedWhere shop, sales and service already talk. I need to listen before I ask questions. | IT | ||
| ⋮⋮ | D1 | Shared file storage: Drive, Dropbox or serverBrand files, photos, contracts and past campaigns live somewhere. I need read access to all of it. | IT | ||
| ⋮⋮ | D1 | Company password manager, or a decision to adopt oneIf credentials are being shared over text or a spreadsheet, that is its own problem and I would rather fix it in week one than inherit it. | IT / ownership | ||
| ⋮⋮ | W1 | Phone extension or forwarding, and access to the main line's call historyLead volume by channel is meaningless if phone calls are invisible. | Ops | ||
| ⋮⋮ | D1 | Org chart, or a list of who does whatSo I ask the right person rather than the nearest person. | Ownership |
⋮⋮Website and hosting
| When | Item | Likely holder | Who / date | ||
|---|---|---|---|---|---|
| ⋮⋮ | D1 | WordPress admin, not editorEditor cannot touch the tier templates, the SEO plugin or the theme, which is where every one of the known bugs lives. | Whoever built the site | ||
| ⋮⋮ | W1 | Hosting control panelFor backups, staging and the ability to roll back a bad change without calling someone. | IT / web vendor | ||
| ⋮⋮ | W1 | Domain registrar and DNSNeeded for email authentication records, subdomains and any landing page tooling. Also the single most dangerous thing to lose track of. | Ownership | ||
| ⋮⋮ | W1 | Staging environment, or permission to create oneI am not editing pricing templates on a live six-figure-purchase website with no way to test. | Web vendor | ||
| ⋮⋮ | W1 | Yoast or whichever SEO plugin is installedThe sitemap is Yoast-generated, so it is there. Needed to fix indexation of the stale pages. | Web vendor | ||
| ⋮⋮ | D1 | Form plugin and where form submissions goEvery inbound lead passes through it. If submissions are only emailed and never written to the CRM, that is a leak. | Web vendor | ||
| ⋮⋮ | W1 | The customer build portalA public owner review says the portal had technical issues and the customer could not see build status. I need to see what it actually does before we promise visibility in marketing. | Ops / whoever owns it | ||
| ⋮⋮ | W1 | Any chat widget, booking tool or quiz on the siteThey capture leads and usually nobody owns them. | Web vendor |
⋮⋮Measurement and analytics
| When | Item | Likely holder | Who / date | ||
|---|---|---|---|---|---|
| ⋮⋮ | D1 | Google Analytics 4, admin levelAdmin rather than viewer, because conversions and audiences need configuring, not just reading. | Whoever holds it | ||
| ⋮⋮ | D1 | Google Search Console, owner or fullThe fastest free diagnostic available, and it will confirm whether the $0 tier pages are being indexed that way. | Web vendor | ||
| ⋮⋮ | W1 | Google Tag Manager, publish rightsEvery tracking fix goes through it. View access is useless. | Web vendor | ||
| ⋮⋮ | M1 | Bing Webmaster ToolsSmall traffic, but this buyer skews older and Bing share is higher in that group than people assume. | Web vendor | ||
| ⋮⋮ | W1 | Call tracking, if it existsIf it does not exist, that is a finding. Phone is likely a major channel for a six-figure purchase. | Ops | ||
| ⋮⋮ | W1 | Looker Studio or whatever reporting exists todayI want to see what ownership is currently being shown, before I change it. | Ownership | ||
| ⋮⋮ | M1 | Heatmap or session recording, if anyUseful on the tier and configurator pages. Not urgent. | Web vendor |
⋮⋮Paid media
| When | Item | Likely holder | Who / date | ||
|---|---|---|---|---|---|
| ⋮⋮ | D1 | Meta Business Manager, adminAdmin on the Business Manager itself, not just the ad account. Without it I cannot manage pixels, catalogs or people. | Whoever holds it | ||
| ⋮⋮ | D1 | Meta ad account, admin plus billing visibilitySpend history by campaign is half the day-30 deliverable. | Ownership | ||
| ⋮⋮ | W1 | Meta Pixel and Conversions API accessOffline conversion upload from HubSpot depends on it, and that is how Meta learns what a real buyer looks like. | Web vendor | ||
| ⋮⋮ | D1 | Facebook Page and Instagram account, adminShould be owned by the Business Manager, not by an individual's personal profile. Worth checking which it is. | Ownership | ||
| ⋮⋮ | D1 | Google Ads, adminBrand versus non-brand split is the first thing I need, and it needs history. | Whoever holds it | ||
| ⋮⋮ | W1 | Google Ads billing and invoice historyWhat was actually spent, not what was budgeted. | Finance | ||
| ⋮⋮ | M1 | Microsoft Advertising, if runningOften set up years ago and forgotten while still spending. | Ownership | ||
| ⋮⋮ | W1 | YouTube channel, managerWhere the build tour and delivery films land. Also needs linking to Google Ads. | Ownership | ||
| ⋮⋮ | D1 | Any agency or freelancer currently in these accountsI need to know who else has access before I change anything, and whether the accounts are owned by us or by them. | Ownership |
⋮⋮CRM, sales and the deal pipeline
| When | Item | Likely holder | Who / date | ||
|---|---|---|---|---|---|
| ⋮⋮ | D1 | HubSpot, super adminNot marketing seat. Workflow, property and integration changes all need admin. | Sales leadership | ||
| ⋮⋮ | D1 | Confirmation that closed-lost reason is a required fieldIf it is not captured, we only learn from wins, which is half an education. This is the single highest-value thing in the CRM. | Sales leadership | ||
| ⋮⋮ | W1 | Deal history: 2025 and 2026 to dateWon, lost, average sale price, cycle length, source. The raw material for everything. | Sales leadership | ||
| ⋮⋮ | W1 | Lead source and first-touch attribution setupNeeded to see which channel creates demand rather than just harvests it. | Sales leadership | ||
| ⋮⋮ | W1 | Quoting or configurator tool used by salesWhat a customer actually receives today, so the configurator mockup reflects reality. | Sales | ||
| ⋮⋮ | W1 | E-signature and contract templatesThe deposit schedule and delivery terms are marketing claims whether we treat them that way or not. | Ownership | ||
| ⋮⋮ | M1 | Payment processor, read accessDeposit timing and payment method matter to the deposit-risk objection. | Finance |
⋮⋮Reviews and reputation
| When | Item | Likely holder | Who / date | ||
|---|---|---|---|---|---|
| ⋮⋮ | D1 | Google Business Profile, manager or owner71 reviews at 4.7 is a real asset that is currently not surfaced anywhere on the website. | Ownership | ||
| ⋮⋮ | W1 | Birdeye, or whatever mirrors the reviewsA Birdeye mirror of the Google reviews is already public, so an account exists somewhere. Worth finding out who set it up and what it is doing. | Ownership | ||
| ⋮⋮ | W1 | Yelp, BBB and Trustpilot listingsClaimed or unclaimed. An unclaimed listing is someone else's asset. | Ownership | ||
| ⋮⋮ | D1 | A decision on who responds to public complaints, and in what toneNot a login, but it belongs on this list. Right now the Reddit thread has no company response at all, and that is a choice being made by default. | Ownership | ||
| ⋮⋮ | M1 | Any review-request automationTiming matters. Asking at delivery and asking at 30 days produce very different reviews. | Ops |
⋮⋮Email, SMS and owned audience
| When | Item | Likely holder | Who / date | ||
|---|---|---|---|---|---|
| ⋮⋮ | W1 | Email platform, adminMailchimp, Klaviyo, HubSpot Marketing or nothing. If nothing, that is the finding. | Ownership | ||
| ⋮⋮ | W1 | The existing list, with consent statusSize, source and whether it was collected in a way we can still mail to. | Ownership | ||
| ⋮⋮ | W1 | SPF, DKIM and DMARC recordsRequires DNS access. A nurture sequence that lands in spam is worse than no sequence. | IT | ||
| ⋮⋮ | M1 | SMS platform, if anyUseful for build-status updates, which is exactly the complaint owners raise. | Ops | ||
| ⋮⋮ | W1 | Past campaign archiveWhat has already been sent to this audience, so I do not repeat it. | Ownership |
⋮⋮Creative, brand and assets
| When | Item | Likely holder | Who / date | ||
|---|---|---|---|---|---|
| ⋮⋮ | W1 | Brand files: logo, fonts, colours, guidelinesWorking files, not a PNG pulled off the website. | Ownership | ||
| ⋮⋮ | W1 | The photo and video libraryEverything shot to date, including unused footage. There is usually more than anyone remembers. | Ownership | ||
| ⋮⋮ | W1 | Canva, Adobe or whatever design tooling is licensedIncluding who else is using it and what templates exist. | Ownership | ||
| ⋮⋮ | W1 | Floor plan drawings and CAD filesThe configurator and the tier pages both need these, and we already established the drawings are ours. | Shop | ||
| ⋮⋮ | W1 | Permission to film in the shop, and a crew who does not mind a cameraAlready on the asks list. Repeated here because it is the binding constraint on the two highest-value assets in the plan. | Shop lead | ||
| ⋮⋮ | W1 | Model and customer releases, or a templateFilming a real delivery needs a signed release before the trip, not after. | Ownership / legal | ||
| ⋮⋮ | M1 | Drone footage and any licensed musicCheck what we own versus what was licensed for one campaign and has since expired. | Ownership |
⋮⋮Commercial and financial context
| When | Item | Likely holder | Who / date | ||
|---|---|---|---|---|---|
| ⋮⋮ | D1 | The price list of recordOne list, agreed, that the website will be made to match. Three currently exist. | Ownership | ||
| ⋮⋮ | W1 | 2025 revenue, units sold and units deliveredSold and delivered are different numbers and the gap is itself informative. | Finance | ||
| ⋮⋮ | W1 | Total marketing and advertising spend, broken down by channelAlready on the Data Request. Without it there is no denominator. | Finance | ||
| ⋮⋮ | W1 | Gross margin by build tier, or enough to estimate itDecides whether we push Papago Collection at all. | Finance / ownership | ||
| ⋮⋮ | M1 | Real shop hours on repeated layoutsThe number the entire Papago Collection recommendation rests on. | Shop lead | ||
| ⋮⋮ | W1 | Warranty claims and service call volume for 2025Already requested. It is also the cost side of the service-as-marketing argument. | Service |
⋮⋮Legal, policy and compliance
| When | Item | Likely holder | Who / date | ||
|---|---|---|---|---|---|
| ⋮⋮ | D1 | The warranty document of recordThe FAQ says one year on craft work. The Sentinel page says three years on the build. Both are live. One is wrong. | Ownership | ||
| ⋮⋮ | D1 | The weight and payload positionThe FAQ currently answers No to whether weight or towing restrictions apply. That needs an owner and a correct answer before it needs marketing. | Ownership / shop | ||
| ⋮⋮ | W1 | Standard contract, deposit schedule and cancellation termsDeposit risk is the top category objection. I cannot market against it without knowing our own terms. | Ownership | ||
| ⋮⋮ | M1 | Privacy policy, cookie notice and termsRequired before any meaningful tracking or remarketing work. | Ownership / legal | ||
| ⋮⋮ | M1 | Trademark and brand usage positionIncluding the mandatory-decal policy, which is published and is the kind of term that shows up in a review later. | Ownership | ||
| ⋮⋮ | D1 | Who signs off on public claimsSpecifically any delivery-time or guarantee language. Given what is currently public, this should not be ambiguous. | Ownership |
⋮⋮Vendors, agencies and industry
| When | Item | Likely holder | Who / date | ||
|---|---|---|---|---|---|
| ⋮⋮ | D1 | Current marketing agency or freelancers: contract, scope, spendIncluding notice period. I need to know what is committed before I recommend reallocating anything. | Ownership | ||
| ⋮⋮ | W1 | Web developer relationship and response timeDetermines whether week-one website fixes take a day or a month. | Ownership | ||
| ⋮⋮ | W1 | Photographer and videographer relationshipsIncluding rates and whether we own the output. | Ownership | ||
| ⋮⋮ | W1 | Trade show commitments and deposits already paidShows are booked far ahead and are usually the largest single line item nobody reviews. | Ownership | ||
| ⋮⋮ | M1 | RVIA membership statusRelevant to the certification question and to how buyers screen builders. | Ownership | ||
| ⋮⋮ | W1 | Mercedes upfitter program statusWhether we are in MasterUpfitters or eXpertUpfitters materially changes what we can say about warranty. | Ownership / shop | ||
| ⋮⋮ | M1 | Chassis dealer relationshipsSourcing and lead time, which feed directly into any delivery promise. | Ops |
Key. D1 means day one, and the plan stalls without it. W1 is week one. M1 is useful in the first month but not blocking.
Source. This list is generated from the same data as the Access and accounts section of the First 90 Days plan, so the two cannot drift apart. Several items exist because of specific findings in the buyer and competitor research rather than as a generic checklist.
Source. This list is generated from the same data as the Access and accounts section of the First 90 Days plan, so the two cannot drift apart. Several items exist because of specific findings in the buyer and competitor research rather than as a generic checklist.