An Account Roster: Documenting Every Facebook Login Your Store Uses
If you cannot name every Facebook login that can list your cars, you do not control Marketplace. Build an account roster that documents each login, owner, purpose, and recovery path.
Ask the used-car manager how many Facebook logins can currently list store inventory. You will get a number. Ask the internet director. You will get a different number. Ask a veteran rep, and you will hear about a profile from two GMs ago that still has three trucks up because "it has good reach." That gap is the roster you do not have.
An account roster documenting every Facebook login your store uses is a control document, not an IT hobby. It tells you who can post, from which identity, on which devices, and what happens when that person is out. Without it you cannot offboard, you cannot prove exclusivity of VINs, and you cannot explain a restriction notice because you do not know which account received it.
This article is for general managers and internet directors. It specifies columns, a creation process, a monthly audit, and what never belongs on the roster (passwords). Confirm current Marketplace rules yourself. The roster will not make Facebook approve your architecture. It will make your architecture visible to you.
Why Informal Knowledge Is Not a Roster
People remember the logins they personally use. They forget the ones they created in a pinch, the Page admin they were granted for a campaign, and the intern profile from last summer.
What usually exists instead of a roster
- A password notebook in the tower (which is a credential store, not a roster, and a security incident waiting to happen).
- A mental map: "Jordan posts trucks, Maria posts cars."
- A Business Manager screenshot someone emailed in 2024.
- Nothing.
None of those answers "is this live listing ours, and who can take it down today?"
Incidents a roster would have shortened
- A restriction hits an account nobody admits operating.
- A rep leaves and three logins die with their phone.
- Two rooftops both believe a Page is "theirs."
- A seasonal hire is still logged in on the cashier PC.
- Marketing boosts a listing from an identity the floor did not know could post vehicles.
If any of those has already happened at your store, you are documenting after the loss. Build the roster anyway. The next incident is cheaper.
What to Record on an Account Roster Documenting Every Facebook Login Your Store Uses
Keep it boring and complete. One row per login or Page identity that can show a store VIN to the public.
Required fields
| Field | What to write |
|---|---|
| Label | Human name: "Jordan P. personal," "Main St operator," "North lot Page" |
| Type | Personal profile, Page, or other presence you actually use to list or share vehicles |
| Operator | The one human allowed to use it |
| Backup | Named person who can access recovery if it is store-controlled; "none — personal" if it is not |
| Purpose | Marketplace posting, group posts, Page content, backup only |
| Rooftop | Which lot's inventory it may advertise |
| Status | Active, warming, paused, retired |
| Devices | Phone, named lot PC, Chrome profile name |
| Inventory slice | What it is allowed to list, or "assigned queue only" |
| Date added / last verified | So stale rows get noticed |
What never goes on the roster
- Passwords, 2FA codes, recovery phrases.
- Full card numbers, DMS credentials, or anything else that would turn a lost spreadsheet into a breach.
- Buyer personal data.
Recovery for store-controlled accounts belongs in a real password vault with manager-only access, referenced by label ("vault item: Main St operator"), not pasted into the sheet. Personal accounts should not have store-held passwords at all.
Related documents, not duplicates
- The VIN-level map is a different artifact. See an ownership spreadsheet mapping accounts to inventory.
- Role mapping inside your posting product is separate. See admin, manager, sales rep, and associate roles.
- The roster is the Facebook identity layer those other documents point at.
If a queue says "Maria's account" and the roster has no Maria, the queue is fiction.
How to Build the First Roster in One Afternoon
Do not wait for a perfect IT project. Run a discovery pass, then freeze adds.
Discovery sources
- People. Every manager, rep, associate, BDC agent, and marketer: "What Facebook identity have you used to list or share our cars in the last year?"
- Browsers on lot PCs. Chrome profiles, saved Facebook sessions, posting-extension users.
- Live listings. Logged-out search for your stock, then note which seller names appear. Any seller name not on the draft roster is a finding.
- Pages and group memberships used for vehicle posts.
- Old onboarding folders and email: "here's the login" threads.
You will find orphans. That is the point.
Freeze and classify
For each discovered identity:
- Keep and document if it still posts or still has live store VINs.
- Retire if it should not post: take listings down, sign out devices, mark retired with a date.
- Pause if it is a personal profile you will stop using at the end of a transition.
- Warm if it is new and not yet carrying volume. Warm-up is a status on the row, not an excuse to skip documenting the identity.
No new posting identity goes live without a roster row and a named operator. That is the entire control.
Ownership of the document
One owner, usually the internet director or used-car manager. Edits when people are hired, transferred, or terminated — not "whenever someone feels like it." Store the file where managers can read it and temps cannot download it to a personal drive.
Monthly Audit and Change Rules
A roster that is not audited becomes fan fiction in a quarter.
Thirty-minute monthly audit
- Confirm every Active row still has a living operator on the org chart.
- Confirm every operator still works that rooftop.
- Logged-out search: seller names on your VINs should appear on the roster.
- Device check: lot PCs should not have extra Facebook sessions.
- Retired rows should have zero live store VINs. If they have listings, that is an incident.
- Posting-tool users should match roster operators. Extra dashboard users need an explanation.
Log findings in a short note. Repeat offenders are process failures: hiring without a roster add, or firing without a roster retire.
Change rules
- Hire: add the row before the first post, including seasonal staff.
- Transfer between lots: change rooftop and slice the same day; take down listings that show the old pin.
- Leave: follow reassigning live listings when a rep leaves, then set status to retired.
- Lockout or restriction: note the date on the row so you do not diagnose the wrong identity.
Shadow posters
If a listing appears under a name that is not on the roster, treat it as unauthorized posting even if the person "was helping." Take it down or add them properly. Helping without a row is how you get unowned inventory.
How PostToMarket Automates This
A Facebook roster still has to be written, because Facebook identities live on Facebook. What the roster cannot do well is stay in sync with who actually queued and posted vehicles this week. PostToMarket gives you users, roles, and posting analytics that should match the roster row-for-row, so a login that is not in the product is a red flag and a product user with no roster row is also a red flag. It is an independent tool, not affiliated with or endorsed by Meta.
Users you can name
- Email sign-in for the Chrome extension. Each poster is a user, not a shared browser ghost.
- Roles: admin, manager, sales rep, sales associate. Seasonal help maps to associate.
- Dealership plan: up to 13 team logins and 2 managers, which is a forcing function to list people instead of sharing one seat.
Activity that proves the roster
- Posting analytics by rep and source. If a name is posting and not on the roster, fix the roster or stop the posting.
- Team queue view: claims have owners. Ownerless live units are a mismatch to find in the monthly audit.
- Leads inbox for managers: conversations attach to the operation you run, not to a forgotten profile's Messenger.
Hygiene the roster cannot perform alone
- Inventory statuses and mark-as-sold / archive, so retired accounts are not the only place a sold VIN still appears.
- Server-enforced daily post limits and one-at-a-time posting with human-like delays, so a newly documented account is not immediately used as a dump chute.
- Mobile dashboard to reorder a queue without borrowing someone else's logged-in PC — a common way mystery sessions appear.
Keep the roster for Facebook identity. Keep PostToMarket for who is allowed to work inventory today.
An Account Roster Documenting Every Facebook Login Your Store Uses Is the Control
An account roster documenting every Facebook login your store uses is the difference between a Marketplace program and a collection of personal habits. Write the rows, freeze new identities, audit monthly, and treat unknown seller names on your VINs as incidents.
PostToMarket will not replace that document. It will give you named users, queues, and analytics that make the document honest. Solo sellers can document one login and run Starter at $59 per month. Teams that cannot even count their Facebook identities should stop sharing seats and use Dealership at $299 per month for up to 13 logins.
Start your 10-day free trial with secure Stripe checkout. Align dashboard users to the roster, retire the mystery profiles, and post only from identities you can still name next quarter. Cancel anytime.