Can multiple users access Google Postmaster Tools for a single domain?
Michael Ko
Co-founder & CEO, Suped
Published 25 Jul 2025
Updated 17 Aug 2025
7 min read
Many organizations have multiple team members who need insight into email performance. Monitoring email deliverability and reputation requires access to tools like Google Postmaster Tools. A common question arises, can multiple users access Google Postmaster Tools for a single domain? The short answer is yes, and there are a couple of ways to achieve this, each with its own implications for management and security. Understanding these methods is crucial for effective team collaboration without compromising your email infrastructure.
Understanding access to Google Postmaster Tools
Google Postmaster Tools (GPT) provides essential data for senders, offering insights into domain reputation, IP reputation, spam rates, feedback loops, and more, specifically for email traffic sent to Gmail users. To begin using it, you first need to add and verify your sending domain. This process typically involves adding a TXT record to your domain's DNS settings, which proves ownership.
Once a domain is verified, the initial access is tied to the Google account that performed the verification. This account becomes the primary owner of the domain within Postmaster Tools. From this point, you can manage the data and grant access to other users, allowing them to view the dashboards and insights.
The data provided by Postmaster Tools is aggregated and anonymized to protect recipient privacy. It offers a macro view of your sending health, helping you identify trends and issues that might impact your deliverability. For instance, you can monitor your spam rate, see if your domain or IPs are on any internal blocklists (or blacklists), and check your authentication rates (SPF, DKIM, DMARC).
Delegating access through the Postmaster Tools interface
The most straightforward and recommended way to provide multiple users with access to your Postmaster Tools data for a single domain is by leveraging the built-in user management features. Once your domain is verified, the primary owner can invite other Google or Google Workspace accounts to view the domain's dashboards. This method avoids the complexity of adding multiple DNS records and keeps ownership centralized.
To share access, the domain owner simply navigates to the verified domain in Postmaster Tools, clicks the three vertical dots (menu icon), and selects “Manage Users.” From there, you can add email addresses of other Google accounts. These users will typically receive read-only access to the data, allowing them to monitor metrics without being able to modify your domain's settings or delete it from the tool. This is often sufficient for most team members, such as marketing managers, deliverability specialists, or IT personnel who need to stay informed about email performance.
This approach is ideal for client-agency relationships or internal teams. The client retains full control and ownership, while agencies or other internal departments can easily access the necessary data. This ensures clear lines of responsibility and simplifies user management. You can learn more about this process directly from Google's official documentation.
Best practice: Use 'manage users' for shared access
For streamlined management and security, always use the built-in Manage Users feature within Google Postmaster Tools. This allows you to grant read-only access to specific Google accounts without sharing login credentials or adding multiple DNS records. It gives the primary owner full control over who has access and simplifies the process of revoking it if needed.
Considering separate domain verifications for multiple users
While sharing access through the Manage Users option is generally preferred, Google Postmaster Tools does allow for multiple independent verifications of the same domain. This means that if different Google accounts each add and verify the domain, they will each have their own instance of the Postmaster Tools dashboard for that domain.
This typically involves each user generating a unique TXT record from their respective Postmaster Tools accounts and adding them to the domain's DNS. While technically possible, this can lead to fragmented data views, as each user's dashboard is distinct and not automatically synced or merged with others. It also means additional DNS record management.
Here is an example of what a Google Postmaster Tools verification TXT record might look like in your DNS settings:
Google Postmaster Tools DNS TXT record exampleDNS
Host: @ or yourdomain.com
Type: TXT
Value: google-site-verification=YOUR_UNIQUE_CODE
Using this method can introduce potential security concerns if not managed carefully. Each separate verification means another Google account has direct ownership of the domain within the tool. If one of these accounts is compromised or its owner leaves the organization without proper handover, it could create complications. Therefore, this method is generally less advisable than using the Manage Users feature. If you ever need to transfer domain ownership, the managed access approach simplifies this.
Shared access via interface
Setup: One-time domain verification by a primary owner. Others invited via email.
Control: Primary owner retains full ownership and control over user access.
Data View: All invited users see the same consolidated dashboards.
Security: No shared credentials, easy revocation of individual access.
DNS Records: Only one DNS TXT record is needed for domain verification.
Separate DNS verifications
Setup: Each user adds and verifies the domain independently, requiring a unique TXT record for each account.
Control: Each verifying user has independent ownership within their Postmaster Tools account.
Data View: Each user has a separate dashboard, potentially showing slight variations or requiring manual comparison.
Security: Higher risk if accounts are compromised or not properly managed upon departure.
DNS Records: Multiple TXT records (one per user) need to be maintained in DNS.
Best practices for team collaboration and monitoring
Regardless of the method chosen, effective team collaboration around Postmaster Tools data relies on a few key practices. First, establish clear roles and responsibilities. Who is the primary owner? Who needs read-only access? Who is responsible for interpreting the data and taking action?
Regularly review who has access to your Postmaster Tools dashboards. If a team member leaves or their role changes, ensure their access is promptly revoked. This is particularly important for preventing unauthorized access to sensitive deliverability data or accidental changes. Tools like Postmaster Tools are invaluable for understanding how your email is performing and identifying issues like being placed on a blocklist or blacklist. Maintaining up-to-date access permissions is a foundational security measure for your email program.
For ongoing monitoring and troubleshooting, consider how Postmaster Tools integrates with other aspects of your email program. While GPT focuses on Gmail traffic, it's part of a larger ecosystem of email security and deliverability. Regular reviews of this data can help your team quickly identify shifts in sender reputation or spam complaints, enabling proactive adjustments to your sending practices. For further insight into sharing Postmaster Tools access, you can refer to ISIPP's blog on the topic.
Views from the trenches
Best practices
Maintain a single primary owner account for Google Postmaster Tools.
Use the 'Manage Users' feature to grant read-only access to team members.
Regularly review and revoke access for users who no longer require it.
Common pitfalls
Sharing primary Google account credentials for Postmaster Tools access.
Creating multiple, redundant DNS TXT records for individual user access.
Neglecting to revoke access for departed team members.
Expert tips
If managing clients, it is best practice for the client to set up GPT and then grant you access.
Ensure shared access is read-only unless administrative actions are explicitly required.
Leverage GPT data alongside other deliverability metrics for a holistic view.
Marketer view
Marketer from Email Geeks says read-only access is typically sufficient and easy to set up.
2024-06-20 - Email Geeks
Marketer view
Marketer from Email Geeks notes that while full, separate access for two mailboxes might not be typical, sharing access is a viable option.
2024-06-20 - Email Geeks
Streamlining team access to Postmaster Tools data
Yes, multiple users can indeed access Google Postmaster Tools for a single domain. The most efficient and secure method involves having one primary account verify the domain and then using the Manage Users feature to grant read-only access to other team members or external partners.
This approach ensures centralized control, simplifies user management, and maintains the integrity of your deliverability data. By adopting these practices, your team can effectively monitor email performance and work collaboratively to ensure your messages consistently reach the inbox.
Google Postmaster Tools. A common question arises, can multiple users access Google Postmaster Tools for a single domain? The short answer is yes, and there are a couple of ways to achieve this, each with its own implications for management and security. Understanding these methods is crucial for effective team collaboration without compromising your email infrastructure.
Gmail users. To begin using it, you first need to add and verify your sending domain. This process typically involves adding a TXT record to your domain's DNS settings, which proves ownership.
Google Workspace accounts to view the domain's dashboards. This method avoids the complexity of adding multiple DNS records and keeps ownership centralized.
