How to access shared domains in Google Postmaster Tools?
Michael Ko
Co-founder & CEO, Suped
Published 21 Apr 2025
Updated 19 Aug 2025
7 min read
Google Postmaster Tools (GPT) is an invaluable resource for anyone managing email campaigns, especially for senders who need to maintain a healthy sender reputation with Gmail users. It provides critical insights into your email performance, including spam rates, IP reputation, domain reputation, and delivery errors. However, a common challenge arises when you, as a consultant or agency, need to access a client's Google Postmaster Tools data for a domain you do not own or manage directly.
Many expect a straightforward email invitation or a dedicated link, similar to how access is granted in other analytics or marketing platforms. Yet, my experience, and that of many others in the email deliverability community, reveals a less intuitive, almost undocumented process for accessing shared domains. If you've been granted access by a domain owner but can't see their domain in your GPT dashboard, you're not alone. The solution often feels like a hidden trick.
This guide will walk you through the precise steps to access a domain for which you've been granted shared access, demystifying this peculiar aspect of Google Postmaster Tools. We'll cover both the owner's actions and what you, as the delegate, need to do to gain visibility into the valuable deliverability metrics.
Granting shared access: the owner's role
Before you, as the delegate, can access a shared domain, the domain owner must first grant you the necessary permissions within their Google Postmaster Tools account. This is a critical first step, and without it, no amount of trying to add the domain on your end will work. The owner has full control over who can view their domain's data.
The owner's process for sharing access is relatively straightforward. They need to navigate to their Google Postmaster Tools dashboard, select the domain they wish to share, and then use the 'Manage Users' option. From there, they can add your Google email address as a user. It's important that they add the exact Google account you use to access GPT.
It's worth noting that while the owner grants access, Google does not send an email notification to the grantee. This lack of notification is often where the confusion begins, as you might wait for an invite that never arrives. This is why understanding the delegate's steps is so crucial.
Accessing the shared domain: the delegate's steps
This is where the undocumented part of the process comes in. Unlike other platforms where a shared domain might automatically appear in your dashboard after being granted access, Google Postmaster Tools requires a manual action on your part, even if you don't own the domain. Here's the counter-intuitive but effective method.
Delegate's steps to access a shared domain
Log in: Go to Google Postmaster Tools and log in with the Google account that the owner granted access to.
Add domain: Click the '+' sign in the bottom right corner of the dashboard.
Enter domain: Manually type the client's domain name into the field provided and click 'Next' or 'Add'.
Immediate verification: If the owner has correctly granted you access, the domain should instantly appear as 'Verified' in your list without requiring you to add a TXT record or undergo any further verification steps. It's a surprisingly seamless experience once you know this trick.
This method bypasses the standard domain verification process (which typically involves adding a DNS TXT record) because Google recognizes that you've already been authorized by the domain owner. This means you won't need direct access to the client's DNS records, simplifying the process significantly for consultants and agencies.
Important consideration for access
If, after following the steps, the domain doesn't appear as verified, double-check with the domain owner that they have added your exact Google email address to their Postmaster Tools users list. Sometimes, a simple typo in the email address can prevent access. You might also want to review Google's official support documentation for any recent updates to their access sharing policies.
Understanding data display in shared domains
Once you've successfully added the shared domain to your Google Postmaster Tools dashboard, you might notice that data isn't immediately available. This is a common point of confusion. Google Postmaster Tools requires a certain volume of email traffic for data to populate and be displayed.
The exact volume threshold is not publicly disclosed by Google, but it's generally understood to be substantial. If the domain is new, or if email sending volume is low or intermittent, you may not see any data for days or even weeks. This is normal behavior, and it doesn't indicate an issue with your access or the domain's setup. The data is aggregated and displayed only when sufficient volume is met.
Furthermore, GPT data is typically delayed by a few days. You won't see real-time metrics. Instead, you'll be viewing aggregated data from previous days. This delay is part of how Google processes and presents its insights, ensuring comprehensive and accurate reporting. Patience is key when waiting for these metrics to appear.
Benefits of shared access and best practices
Once you have access to a shared domain in Google Postmaster Tools, you can leverage its insights to improve deliverability. This access allows you to monitor key metrics for your clients, such as domain and IP reputation, spam complaints, feedback loops, and DMARC failures. These insights are crucial for diagnosing deliverability issues and implementing corrective measures.
For agencies and consultants, shared access streamlines client management. Instead of constantly requesting screenshots or status updates, you can proactively monitor their email health. This also helps in demonstrating the value of your services by providing data-driven recommendations.
Remember that while you can view data, direct actions like reassigning domain ownership or adding new users typically remain with the original owner. Your role as a delegate is primarily for monitoring and analysis. When your engagement with a client concludes, it's good practice for the client to revoke your access to maintain security and control over their data.
Views from the trenches
Best practices
Always confirm the exact Google account email address with the domain owner before they grant access to avoid verification issues.
Instruct domain owners to use the 'Manage users' option for sharing access, clearly distinguishing it from domain verification.
Explain to clients that data may not appear immediately due to Google's traffic thresholds, managing expectations effectively.
Regularly check your Postmaster Tools dashboard for any newly granted domains, as no email notification is sent.
Common pitfalls
Expecting an email invitation or direct link after access is granted, leading to confusion when none arrives.
Attempting to verify the domain with DNS records when shared access has already been granted by the owner.
Assuming data will be real-time; Google Postmaster Tools data has a typical delay of a few days.
Not having sufficient email volume to Gmail recipients, which prevents any data from populating in the dashboard.
Expert tips
If a client's sending volume is low, consider combining data from other tools with GPT insights for a holistic view.
Use shared access to proactively identify and address potential deliverability issues before they escalate.
Maintain clear communication with clients about Postmaster Tools data limitations and typical reporting delays.
For large clients, explore the Postmaster Tools API for automated data extraction and integration into your internal dashboards.
Marketer view
Marketer from Email Geeks says they assumed accessing shared Postmaster Tools domains would be like most access granting mechanisms, expecting an email notification or clear documentation, but it was an unexpected and seemingly undocumented way to gain access.
2019-05-16 - Email Geeks
Marketer view
Marketer from Email Geeks says to manually add the domain using the plus sign in the bottom right, and if access was granted, it will magically add it to the list without further verification.
2019-05-16 - Email Geeks
Conclusion
Accessing shared domains in Google Postmaster Tools doesn't follow the typical invitation-based model that many expect. The key lies in the delegate (the person receiving access) manually adding the domain to their own GPT dashboard after the owner has granted user permissions. This seemingly counter-intuitive step instantly verifies the domain for the delegate, provided the permissions are correctly set up.
Understanding this process saves time and frustration, allowing you to quickly gain access to vital deliverability metrics. While data population depends on sufficient email volume and historical data, gaining initial access is a simple, if somewhat hidden, step.
By following these steps, you can effectively monitor and analyze email performance for your clients or shared accounts, contributing to better deliverability and overall email program health. For more insights on managing user access, you can refer to our guide on how to manage user access in GPT.
