How to transfer Google Postmaster Tools domain ownership and manage delegated access?
Michael Ko
Co-founder & CEO, Suped
Published 8 Jul 2025
Updated 19 Aug 2025
7 min read
Google Postmaster Tools is an essential resource for monitoring your domain's email performance and reputation with Gmail. It provides critical data points, such as spam rates, IP and domain reputation, feedback loops, and DMARC, SPF, and DKIM authentication results. Properly managing access to this tool is vital for maintaining healthy email deliverability, especially when roles change or new team members need insights. Navigating domain ownership and delegated access within Google Postmaster Tools can sometimes be counter-intuitive.
Managing domain ownership in Postmaster Tools
Unlike some other platforms, Google Postmaster Tools does not offer a direct "transfer ownership" button for verified domains. If the original verifying account is no longer accessible, or you need to shift primary management, the common approach involves re-verifying the domain under a different Google account. This process requires adding a new DNS TXT record for verification, linking the domain to the new account.
When re-verifying, it's important to understand that each successful domain verification associates the domain with the specific Google account that performs the verification. This means multiple Google accounts can be "owners" of the same domain within Postmaster Tools, each having full administrative rights for that domain within their respective accounts. You can find more details on setting up Postmaster Tools on the official Google Workspace Admin Help page.
For agencies managing client domains, or large organizations with multiple teams, this multi-owner capability is beneficial. It ensures that critical data remains accessible even if a particular individual leaves the team, as long as other verified accounts maintain access. Maintaining multiple owners can be a strategic way to mitigate risks associated with single points of failure in your email infrastructure management.
Delegating access and managing users
While multiple accounts can own a domain, Google Postmaster Tools also allows for delegated access, enabling other users to view data without full administrative control. This is particularly useful for email marketers, support teams, or other stakeholders who need insights but shouldn't manage the underlying DNS records or add/remove other users.
To delegate access, an existing owner of the verified domain in Postmaster Tools can add users via the "Manage Users" option for a specific domain. These users are typically granted read-only permissions. It's crucial to note that simply being added as a user does not automatically display the domain in their Postmaster Tools interface. Each delegated user must manually add the domain to their own Postmaster Tools account. Upon adding, if they have been granted delegated access, the domain will automatically show as "verified" for them without requiring a new DNS TXT record. Understanding how to manage user access is key to efficient team collaboration.
This mechanism provides a layer of security, ensuring that access is granted explicitly and that individuals needing data can retrieve it efficiently. It is a common point of confusion for new users expecting domains to appear automatically. Always remember to instruct newly delegated users to log into their own Google Postmaster Tools accounts and manually add the domain they need to monitor.
Full control
This level provides comprehensive administrative capabilities within Postmaster Tools, including managing user permissions and initiating domain re-verification processes. Owners are typically those with direct control over DNS records.
DNS record: Requires adding a unique DNS TXT record for verification.
Primary access: Usually held by IT, system administrators, or core deliverability teams.
Re-verification: Can initiate new verification processes if necessary.
View-only permissions
This level grants the ability to view all Postmaster Tools dashboards and data for a verified domain, but without the authority to make any changes to settings or user lists.
No DNS: Does not require a new DNS TXT record for the user.
Operational insights: Ideal for email marketers, data analysts, or support staff.
Manual addition: Users must manually add the domain to their own account.
Practical steps for ownership and access changes
When dealing with changes in team structure or domain management, a clear process is essential. If you need to re-assign primary ownership (or add a new owner), the first step is to ensure the new owner has access to update the domain's DNS records. They will then log into their Google account and attempt to add the domain to Postmaster Tools, which will generate a new verification TXT record. Once this record is added to the DNS and verified, that account becomes a full owner, capable of managing all aspects of the domain within Postmaster Tools.
To manage delegated access, the existing owner should navigate to Postmaster Tools, select the domain, click the three-dot menu, and choose "Manage users." From there, they can add or remove email addresses that will have delegated (read-only) access to the domain's data. Remember that newly added delegated users must log into their own Postmaster Tools account and manually add the domain to see the data. For unique scenarios, explore how to set up Postmaster Tools without owning the domain.
For situations involving an agency managing multiple client domains, it is important to clearly define who holds what level of access. Typically, the agency might hold ownership, while providing clients with delegated access. This ensures central control while providing transparency and avoiding any potential blocklist issues.
Action
Owner
Delegated User
Verify domain
Yes
No
Add/remove users
Yes
No
View dashboards
Yes
Yes
Requires DNS access
Yes
No
Can initiate re-verification
Yes
No
Ensuring continued access and security
To avoid losing access or having data gaps, implement robust procedures for managing your Postmaster Tools accounts. Treat Postmaster Tools access like any other critical system, with clear protocols for onboarding and offboarding team members. Documenting who has access and which domains they manage is paramount, especially in larger organizations or when working with external partners.
Regularly auditing your Postmaster Tools access list can help ensure that only authorized individuals retain access. If an individual leaves the organization, their access should be revoked promptly. In cases where former employees held the sole ownership, understanding how to regain admin access is a critical skill for deliverability professionals.
Maintaining proper access is not just about convenience, but also about security. Unauthorized access to Postmaster Tools could potentially reveal sensitive information about your email sending patterns and reputation, which could be exploited. Treat access management with the same rigor you apply to other sensitive systems to avoid potential blocklist (or blacklist) issues.
Important considerations for domain verification
When verifying a domain for Google Postmaster Tools, the verification TXT record is unique to the Google account performing the verification. If you need to change the primary owner, the new owner will need to re-verify the domain with a new TXT record. This doesn't mean deleting the old one, as multiple accounts can simultaneously own the same domain in Postmaster Tools. This information can also be found in Google's official support documentation on managing domains.
Views from the trenches
Best practices
Always verify your domains using a shared, organizational Google account rather than a personal one.
Regularly review who has access to your Google Postmaster Tools accounts and revoke access for departed employees.
Establish clear internal protocols for managing Postmaster Tools access and document all verified domains.
Common pitfalls
Verifying a domain with a personal Gmail account that may become inaccessible, leading to data loss.
Assuming delegated users automatically see domains without manually adding them to their own interface.
Use food or coffee as a small bribe when asking IT for DNS record changes, it works wonders for collaboration.
Understand that Postmaster Tools DNS records are unique per user account, requiring re-verification for new owners.
Recognize that sys admins often feel unappreciated unless something breaks, so acknowledge their efforts.
Marketer view
Marketer from Email Geeks says "I accidentally verified our domain while logged in with my personal Gmail address instead of my work address, and you can add read-only members, but you can't change owners."
August 14, 2019 - Email Geeks
Marketer view
Marketer from Email Geeks says "You can have as many verified domain owners as you are willing to set up DNS records for. Each individual user who receives delegated access also has to manually add each domain to their account."
August 14, 2019 - Email Geeks
Ensuring continuous email deliverability insights
Proper management of Google Postmaster Tools domain ownership and delegated access is crucial for maintaining visibility into your email deliverability. While direct ownership transfer isn't an option, re-verification under a new account or effective delegation ensures continuous monitoring. By understanding the distinctions between owners and delegated users and following best practices for access management, you can safeguard your email program's reputation and performance. Proactive management of these settings helps prevent disruptions and ensures your team has the insights needed to optimize email sending.
Ultimately, ensuring your Google Postmaster Tools access is well-managed protects your email program from potential issues stemming from a lack of visibility or control. This diligent approach helps you maintain strong email deliverability, avoiding common pitfalls such as being placed on a blocklist or blacklist.
