How to share Google Postmaster Tools access with multiple users in the same organization?

Key findings

• Initial display: Google Postmaster Tools accounts typically display domains added and verified by the individual user, leading to perceived inconsistencies across team members.
• No automatic sharing: Domains are not automatically shared among users within the same organization, even if the domains are already verified by one user.
• Manage users feature: Google Postmaster Tools provides a specific "Manage Users" feature, allowing an existing domain owner or administrator to grant access to other team members. Learn more about how to manage user access in Google Postmaster Tools.
• Simplified access: Utilizing the "Manage Users" option eliminates the need for additional DNS verification for each new user, provided they are authorized.
• Unified view: Once access is granted through the "Manage Users" feature, shared users can see the same verified domains and associated data. Discover how to access shared domains effectively.

Key considerations

• Access delegation: Understand the difference between individually adding domains and delegating access to existing verified domains.
• Verification status: While new users need to be added, they typically won't require re-verification if an admin shares access through the official method.
• Organizational accounts: Sharing within a Google Workspace organization often leverages existing trust relationships, simplifying the process.
• Cross-organizational sharing: Sharing with external parties (e.g., consultants) might involve different considerations or require them to add domains themselves, though verification might still be simplified.
• Data consistency: Ensure all team members are viewing the same, most up-to-date data after access is shared. More details on Google Postmaster Tools data are available in official documentation.

Key opinions

• Initial assumption: Marketers frequently assume Postmaster Tools does not share domains automatically across the same organization, prompting them to manually add domains.
• Direct access: Some marketers observe that colleagues initially see a different or incomplete list of domains in their Postmaster Tools interface.
• "Manage users" solution: Many marketers discover that the "Manage Users" feature effectively resolves domain visibility issues for team members, as highlighted in the ultimate guide to Google Postmaster Tools.
• Verification bypass: When access is shared via "Manage Users," new users typically do not need to perform DNS verification again.
• Improved collaboration: Sharing access streamlines workflow for marketing and deliverability teams, ensuring everyone works with the same data to improve domain reputation.

Key considerations

• Role-based access: Determine which team members require full data access versus those who might only need to view specific reports.
• Onboarding process: Establish a clear process for onboarding new team members to Postmaster Tools, including granting them access to existing verified domains.
• Avoiding redundancy: Leverage sharing features to prevent multiple team members from independently verifying the same domains.
• Troubleshooting data gaps: If a colleague sees inconsistent data, the first step should be checking if they've been granted access through the primary administrator's "Manage Users" settings.
• Documentation: Maintain internal documentation on how Postmaster Tools access is managed within the organization. This can save time and prevent future confusion, particularly when reviewing Postmaster Tools data.

Key opinions

• Independent access: Experts confirm that Google Postmaster Tools accounts are typically individual, meaning domains aren't automatically shared across an organization's users.
• No re-verification needed: Experts clarify that if a user is already a domain owner or otherwise authorized, no additional DNS verification is required when access is successfully shared.
• "Manage users" functionality: The "Manage Users" feature is the primary, intended method for an existing administrator to grant access to Postmaster Tools data. This can also apply to transferring domain ownership.
• Avoiding duplication: Experts suggest that using the sharing mechanism prevents the need for multiple individuals to set up admin access separately for the same domains.
• Cross-organizational nuances: Sharing with external entities (like consultants) may still require them to add domains themselves, even if data is shared, depending on their GPT account type (e.g., personal Gmail versus Google Workspace). This helps address common issues with data display.

Key considerations

• Authorization levels: Understand the different levels of authorization for domain data within Google's ecosystem and how they apply to Postmaster Tools access.
• Delegated access vs. admin access: Differentiate between delegating access to specific data within Postmaster Tools and granting full administrative control over the domain in Google's wider services.
• Account types: Recognize that the type of Google account (personal Gmail versus Google Workspace) might subtly influence sharing behavior or perceived access to Postmaster Tools data.
• Security best practices: Always follow best practices for sharing sensitive data by only granting access to necessary personnel to protect your email infrastructure.
• Clear communication: Ensure clear communication within teams about who has access and how it was granted to avoid confusion. This is crucial for interpreting reports like those mentioned in Mailgun's Google Postmaster Tools startup guide.

Key findings

• User management: Google Postmaster Tools documentation describes a clear process for managing users associated with a verified domain.
• Adding users: The documentation specifies that verified domain owners can add new users to their Postmaster Tools account, granting them access.
• Delegated access: Adding a user grants them delegated access to view the domain's data within Postmaster Tools, preventing redundant steps like additional DNS verification.
• API for programmatic access: The Gmail Postmaster Tools API provides programmatic access to email traffic metrics (like spam reports and delivery errors), suggesting a structured way to retrieve and share data.Learn more about what insights it provides.

Key considerations

• Admin privileges: Only users with appropriate administrative privileges over the domain in Postmaster Tools can add or remove other users.
• Email address requirement: Users are typically added by their Google account email address, which serves as their identifier within the system.
• Security implications: Granting access should always be done with security in mind, ensuring only authorized personnel have access to sensitive deliverability data.
• API usage: For large organizations or those needing custom reporting and integrations, leveraging the API for data extraction might be an advanced sharing method. For detailed guidance, consult the Postmaster Tools API documentation directly. Refer to Suped's guide on managing access for more.