How should my agency store client passwords safely?
Keep client logins in an encrypted password vault, not in WhatsApp chats, notes or sheets. Give access only to the people who need each login, turn on two-factor authentication on client accounts where possible, and remove access the day someone leaves. PalmGro Flow has a Vault with encrypted storage and per-person access.
Why this matters
Agencies hold logins for social media pages, ad accounts with spending limits, websites and domains. A leaked password can mean a hacked page, a drained ad budget or a lost domain, and a lost client. Most leaks come from simple habits: passwords in chat groups, shared sheets and screenshots.
Rules to follow
- One encrypted vault. All client logins in one place that stores them encrypted.
- Per-person access. Designers do not need ad account logins. Give access only by need.
- No passwords in chat. Share access through the vault, not by sending the password.
- Use proper access where possible. Meta Business, Google Ads and many tools let you add team members with their own login instead of sharing the client's password. Prefer that.
- Two-factor authentication. Turn it on for important accounts, and agree with the client who receives the codes.
- Offboarding. When a team member leaves, remove their vault access the same day and change the passwords they used.
- Handover. When a client leaves, return or remove all their logins.
Never store in
- WhatsApp groups or personal chats.
- Unprotected spreadsheets.
- Email drafts or phone notes.
How PalmGro Flow helps
PalmGro Flow's Vault stores logins for yourself or for a client platform (username, email, password and notes) encrypted. Access is a separate switch per person and is never given to someone automatically. Passwords from the Vault are never sent to the AI assistant. Combined with activity logs and the ability to switch off a member instantly, it keeps client access under control.
Questions people ask
Is it safe to keep passwords in Google Sheets?
No. Sheets are easy to share by mistake and are not designed for secrets. Use an encrypted vault.
Should the agency or the client own the ad account?
The client should own their ad accounts and pages, with the agency added as a partner or user.
What do I do if a client password leaks?
Change it immediately, check recent activity on the account, turn on two-factor authentication and tell the client.
PalmGro Flow brings your team, clients, tasks, attendance and money into one place, on phone and computer. Try it free, no card needed.Set it up for your team in minutes.