How do I regain admin access to Google Postmaster Tools if the previous manager left?
Michael Ko
Co-founder & CEO, Suped
Published 10 Jun 2025
Updated 17 Aug 2025
8 min read
Losing access to critical tools after a team member departs can be a real headache, especially when it comes to something as vital as Google Postmaster Tools. This platform offers invaluable insights into your email deliverability, domain and IP reputation, spam rates, and more. Without proper administrative access, you can't manage users, verify new domains, or even ensure your team has the data they need to maintain healthy email sending practices.
The challenge often arises when a previous deliverability manager or IT administrator leaves the company without properly transferring ownership or granting full administrative privileges. You might find yourself with viewing access to dashboards but unable to make crucial changes or add new team members. This lack of control can quickly become a bottleneck, impacting your ability to proactively address email deliverability issues or understand why your emails might be hitting the spam folder.
While it can feel daunting, regaining full admin access to Google Postmaster Tools is usually achievable, even if the previous manager's account is no longer accessible. The key often lies in understanding how Google verifies domain ownership and leveraging that mechanism to establish new administrative control. This guide will walk you through the most effective strategies to get your access back.
Understanding Google Postmaster Tools access
Google Postmaster Tools (GPT) is an essential resource for any sender, providing insight into how Google views your sending domains. It helps you monitor your domain's reputation, identify issues that could lead to emails being marked as spam or blocked, and assess the effectiveness of your authentication protocols like SPF, DKIM, and DMARC. Without visibility into these metrics, it's incredibly difficult to maintain high email deliverability and avoid common pitfalls that can land your domain on a blacklist (or blocklist).
GPT uses two primary access levels: Viewer and Owner. A viewer can see all the data dashboards but cannot add or remove users, nor can they manage the domain verification itself. An owner, on the other hand, has full administrative control over the domain within Postmaster Tools, including the ability to manage user access. If your previous manager was the sole owner, you're likely stuck with viewer-only access, which prevents you from delegating access to your team or making critical configuration changes.
The ownership of a domain in GPT is established through a DNS record, typically a TXT or CNAME record, that verifies your domain ownership. This is how Google confirms that you have control over the domain for which you are requesting data. Importantly, a single domain can have multiple owners in Postmaster Tools, each verified through their own DNS record. This allows for redundancy and shared management within an organization, preventing a single point of failure like the departure of a key employee.
The primary method: DNS verification
The most straightforward and effective way to regain full administrative control is to simply re-verify your domain in Google Postmaster Tools under a new Google account that you control. Since Google allows multiple owner-level accounts for a single domain, establishing new ownership won't interfere with any existing, orphaned access. Your new verification will grant you full rights.
When you add a domain to Postmaster Tools, you're typically given a choice between two main DNS verification methods: a TXT record or a CNAME record. Both serve the same purpose of proving domain ownership, but they differ slightly in implementation. A TXT record is a common choice, directly holding the verification string. A CNAME record, while less frequently used for this specific purpose, points to another location where the verification string is held, which some find tidier for DNS management. Both methods are equally valid for Google's verification process.
For instance, if you choose the TXT record method, Google will provide you with a unique string. You'll then add this string as a TXT record to your domain's DNS settings. It looks something like this:
To begin, log into Google Postmaster Tools with a Google account that you wish to be the new administrator. Even if the domain is already listed with limited access, proceed to add it again. Google will provide you with a unique verification record (TXT or CNAME) for your domain. Copy this record carefully.
Next, you'll need to access your domain's DNS settings. This is typically done through your domain registrar (e.g., GoDaddy, Cloudflare, or your hosting provider). Locate the section for managing DNS records. Create a new TXT or CNAME record, as specified by Google, and paste the provided verification string into the appropriate field. The host or name for the record is usually your root domain (e.g., @ or your domain name itself).
Once the DNS record is published, return to Google Postmaster Tools and click the Verify button. DNS changes can take some time to propagate globally (up to 48 hours, though often much faster). Once verified, your Google account will become an owner of the domain in GPT, allowing you to share access with multiple users within your organization.
Best practices for GPT access management
Multiple owners: Always have at least two or three Google accounts with owner-level access to Google Postmaster Tools, ideally linked to general team accounts rather than individual ones. This prevents single points of failure.
Documentation: Maintain clear documentation of which Google accounts have access and the corresponding DNS records used for verification. This ensures smooth transitions.
Regular review: Periodically review who has access to Google Postmaster Tools and remove access for departed employees. This is part of good security hygiene.
Addressing advanced scenarios and challenges
In some cases, directly accessing DNS records to add a new verification may not be straightforward. This can happen if your domain's DNS is managed by a third-party email service provider (ESP) or your IT department is unresponsive or difficult to work with. If you cannot independently modify your domain's DNS records, you'll need to collaborate with whoever controls them to add the necessary TXT or CNAME record. Provide them with the exact record Google provides and explain its purpose.
If all attempts to self-recover or work with your internal teams fail, contacting Google Support directly is the last resort. This path is often more time-consuming and requires substantial proof of domain ownership and your authority within the organization. Google might ask for domain registration details, business registration documents, or other forms of verification to ensure you are the legitimate party requesting access. You can find information about account recovery on their support pages, such as recovering administrator access to your account.
While Google support can help, it's generally much faster and simpler to manage the DNS verification yourself or through your IT team if possible. This is particularly true if you are dealing with critical email deliverability issues, where rapid access to Postmaster Tools data is essential for troubleshooting and maintaining your sending reputation.
DNS re-verification
Process: Add your domain to Google Postmaster Tools using a new Google account and perform DNS verification (TXT or CNAME).
Requirements: Access to your domain's DNS settings.
Speed: Typically hours to a day, depending on DNS propagation.
Pros: Fast, direct control, allows multiple owners.
Google support intervention
Process: Contact Google support and provide extensive documentation of domain ownership and your authority.
Requirements: Detailed company and domain registration records.
Speed: Can take days to weeks, depending on the complexity of your case and Google's response times.
Cons: Slow, requires extensive proof, not guaranteed.
Views from the trenches
Best practices
Always set up multiple owner accounts for your Google Postmaster Tools domains.
Use generic team email addresses for ownership rather than individual employee accounts.
Document all DNS verification records and the Google accounts linked to them.
Regularly review Postmaster Tools access and promptly remove old employee accounts.
Prioritize CNAME verification over TXT for tidier DNS records where possible.
Common pitfalls
Relying on a single individual for all Postmaster Tools access and management.
Failing to transfer Postmaster Tools ownership when key personnel depart.
Not having direct access to DNS records to perform necessary verification.
Ignoring Postmaster Tools data, leading to undetected deliverability issues.
Using a personal Google account for company domain ownership, leading to complications.
Expert tips
If your DNS is managed by a third party, proactively request the necessary TXT/CNAME records from them.
Consider a shared company Google account specifically for Postmaster Tools and other critical third-party tools.
Leverage the ability to have multiple owners to distribute access and ensure redundancy.
Understand that re-verifying a domain doesn't delete historical data, it just grants new ownership.
When reaching out to Google support, be prepared with all possible legal and ownership documentation.
Marketer view
Marketer from Email Geeks says that you will likely need to log into the previous manager's account to delegate access, as only owner-level accounts can do so. You can also re-add the domain using a new DNS record.
2024-09-06 - Email Geeks
Marketer view
Marketer from Email Geeks says that you can remove existing Postmaster Tools access via Search Console for the account, then set it up again with a fresh Google Account using DNS access.
2024-09-06 - Email Geeks
Restoring your Google Postmaster Tools access
Regaining admin access to Google Postmaster Tools after a manager's departure is primarily about re-establishing domain ownership through DNS verification. This direct approach is generally quicker and more efficient than resorting to Google support, provided you have access to your domain's DNS settings.
To prevent similar issues in the future, it's crucial to implement robust access management practices for all your critical deliverability tools. Always ensure that multiple trusted individuals or generic team accounts have owner-level access, and that documentation is readily available. This redundancy acts as a safeguard against unforeseen personnel changes, ensuring continuous monitoring of your email program.
Maintaining seamless access to Postmaster Tools is key to proactive email deliverability management. By taking these steps, you can quickly restore your team's ability to monitor domain reputation, avoid blacklists, and ensure your messages consistently reach the inbox, ultimately protecting your brand's communication channels.
Google Postmaster Tools. This platform offers invaluable insights into your email deliverability, domain and IP reputation, spam rates, and more. Without proper administrative access, you can't manage users, verify new domains, or even ensure your team has the data they need to maintain healthy email sending practices.
GoDaddy, 
Cloudflare, or your hosting provider). Locate the section for managing DNS records. Create a new TXT or CNAME record, as specified by Google, and paste the provided verification string into the appropriate field. The host or name for the record is usually your root domain (e.g., @ or your domain name itself).
