How a 40-Person Design Agency Cut Its Client Handover Chaos — 60+ Stale Accounts Closed in Two Weeks
How a 40-Person Design Agency Cut Its Client Handover Chaos — 60+ Stale Accounts Closed in Two Weeks
A 40-person design agency had a problem most agencies have and almost none measure: projects end, but access doesn't. Here's what they found and fixed in two weeks.
The Situation Before
Every client project meant logins to the client's drive, CMS, ad account, analytics, and sometimes their CRM. Projects finished — but nobody's job was to close those accesses afterwards. Designers who had left the agency still had active logins on old client systems. Some clients had ended their contract two years ago, and access was still live.
The agency genuinely didn't know how many open accesses existed. And crucially, every one of them was a liability sitting on the agency's name, not the client's. If something went wrong on a former client's account, the trail led back to them.
What They Did With veguard.pro
They started by listing every account and access their team held across client systems — the first time that list had ever existed. They sorted by last login, flagging anything untouched for 90+ days. They identified access belonging to staff who had already left. Then they closed 60+ stale accounts across old client projects, all within two weeks.
To stop it recurring, they added a simple project-close step so new access gets removed at handover, and set alerts so new client access is logged the moment it's granted.
The Takeaway
The agency director's summary was blunt: 'We weren't careless. We just never had a list. Once we could see it, closing it took two weeks.'
That's usually the situation. The problem isn't negligence — it's invisibility. For any service business holding client credentials, this is both a security issue and a professional-liability one.
Projects should end completely — including the access.
Shared as an illustrative example of what's possible with veguard.pro.
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