How to share Google Postmaster Tools access with multiple users in the same organization?
Matthew Whittaker
Co-founder & CTO, Suped
Published 28 May 2025
Updated 19 Aug 2025
7 min read
Managing email deliverability is crucial for any organization, and Google Postmaster Tools (GPT) is an indispensable, free resource for monitoring your sending performance to Gmail users. However, a common question arises when working in teams: how do you share access to GPT dashboards with multiple colleagues within the same organization? It's not always immediately clear how this works, leading to confusion about who sees what data.
Many people assume that once a domain is verified in GPT by one user, its data becomes automatically accessible to all other users within the same Google Workspace account. This isn't quite the case. Each user accesses GPT through their individual Google account, and the domains and their associated data are initially tied to the account that verified them. This means your colleague might see a different list of domains or none at all, even if you've already verified them.
Understanding how to properly share access is vital for collaborative email management. Without it, different team members might be working with incomplete data, leading to inconsistent strategies or missed deliverability issues. This guide will walk you through the correct methods to ensure your entire team has the visibility they need.
Understanding Google Postmaster Tools access
Google Postmaster Tools access is primarily managed on a per-domain, per-user basis. When you verify a domain in GPT, you are essentially linking that domain's data to your specific Google account. This is why a colleague might log in and not see the same domains or data that you do.
The good news is that you don't need to re-verify the domain using DNS records for every user. Once a domain is verified by one authorized user, others can be granted access to its data without going through the initial verification process. This streamlines the process significantly for organizations managing multiple domains or large teams.
The key is to use GPT's built-in sharing features, which allow an existing domain administrator to delegate access to other Google accounts. This ensures that everyone who needs to monitor email performance has the necessary insights, even if they didn't perform the initial domain verification.
Individual domain access
GPT dashboards are tied to the specific Google account that verifies the domain. If a colleague logs in, they won't automatically see your verified domains unless explicitly shared. This is the default behavior.
Delegated access
An existing domain owner or authorized user can grant access to other Google accounts. This means only one person needs to go through the domain verification process, and others can then be invited to view the data.
How to share Postmaster Tools access
Sharing access to Google Postmaster Tools with multiple users in your organization is a straightforward process once you know where to look. It involves adding specific users to each verified domain you wish to share.
Here's a step-by-step guide to adding colleagues to your verified domains in GPT:
Log in: Go to Google Postmaster Tools with the Google account that has already verified the domains.
Select domain: On the main dashboard, hover over the verified domain for which you want to share access. A three-dot menu will appear on the right side of the domain entry.
Manage users: Click the three-dot menu and select Manage users. This will take you to a page where you can see existing users and add new ones.
Add user: On the Manage Users page, click the red + button in the lower right-hand corner. A pop-up will appear.
Enter email and confirm: Enter the Google email address of the colleague you want to grant access to. Click Add. The user will now see the domain listed as verified in their own GPT interface without needing to perform the DNS verification themselves. You can find more details on Google's support pages.
Remember that this process needs to be done for each domain you want to share. If you have multiple domains, you'll repeat these steps for each one. This ensures that only authorized individuals have access to your valuable deliverability data.
Best practices for managing shared access
While sharing access through the Manage users feature is efficient, there are broader organizational strategies to consider for robust email deliverability monitoring. One approach is to use a dedicated, shared Google account for your GPT access.
Instead of individual users verifying domains and sharing access, you can create a single Google account dedicated solely to Postmaster Tools. This account would verify all your organization's sending domains. Then, multiple team members can be given credentials or delegated access to this single account, ensuring everyone always sees the same, complete set of data.
This method simplifies management, especially as team members join or leave, as you only need to update access for one central account rather than multiple individual ones. It also prevents potential data loss if an individual account is closed or its owner leaves the organization.
Individual user accounts
Initial setup: Each domain is verified by a specific Google account. Access is then delegated.
Management: Requires adding each user to each domain they need to access. Potentially more administrative overhead for many domains.
Data continuity: If the original verifying user leaves, ownership may need to be transferred or regained.
Dedicated shared GPT account
Initial setup: One central Google account verifies all domains. Other users get access to this account.
Management: Simplified, as all domains are managed under one roof. Access for team members is controlled at the account level.
Data continuity: Data remains accessible even if individual team members leave, as it's tied to the organizational account.
Both methods effectively grant access to Postmaster Tools data, but the dedicated account approach often offers greater long-term manageability and data security for organizations.
Troubleshooting common access issues
Even with proper sharing, you might encounter situations where Google Postmaster Tools isn't displaying data correctly or where shared domains don't appear as expected. These issues can often be attributed to minor configuration errors or delays in data processing.
A common problem is when a newly added user doesn't immediately see the shared domain. GPT data can take up to a few days to populate, especially for new domains or recently added users. Patience is often key. Also, ensure the email address used for sharing is the exact Google account (Gmail or Google Workspace) that the colleague is using to log into GPT.
If a domain was previously verified by someone who has since left the organization, you might face challenges regaining access. In such cases, if the original access credentials are lost, you might need to re-assign domain ownership or re-verify the domain from scratch using a new authorized account. Always ensure clear protocols for managing access to critical tools like GPT.
For ongoing monitoring, remember that GPT is just one piece of the puzzle. It's important to also monitor email blocklists (or blacklists) and maintain proper DMARC monitoring to ensure comprehensive deliverability health.
Views from the trenches
Best practices
Always use a dedicated, shared Google account for Google Postmaster Tools to centralize management and ensure data continuity.
Regularly review and update the list of users who have access to your Google Postmaster Tools domains.
Educate your team on the importance of Google Postmaster Tools and how to interpret the various dashboards.
Integrate Google Postmaster Tools data with other deliverability monitoring tools for a holistic view of your email program.
Common pitfalls
Assuming all team members automatically see verified domains; access must be explicitly granted.
Failing to transfer domain ownership or share access when key team members leave the organization.
Not monitoring all relevant domains and subdomains within Google Postmaster Tools.
Overlooking the data delays in Google Postmaster Tools, which can take days to update.
Expert tips
For large organizations, consider scripting the addition of users to multiple domains if the API is an option.
Set up alerts for key metrics in Google Postmaster Tools to notify your team of sudden changes.
Use a consistent naming convention for domains within Google Postmaster Tools to make them easier to manage.
Conduct regular audits of your Google Postmaster Tools setup to ensure all necessary domains are monitored and access is correct.
Marketer view
Marketer from Email Geeks says that Postmaster Tools does not automatically share domains among people in the same organization, and users will need to add the domains to their own setup.
2022-07-11 - Email Geeks
Marketer view
Marketer from Email Geeks says that if colleagues are a domain owner or authorized to see domain data, no additional verification should be required to add domains.
2022-07-11 - Email Geeks
Key takeaways for collaborative deliverability
Empowering your entire team with access to Google Postmaster Tools data is crucial for maintaining excellent email deliverability and mitigating potential issues. While GPT doesn't automatically share data across all Google Workspace accounts, its built-in user management features provide a simple and effective way to ensure everyone has the visibility they need.
Whether you choose to add users individually to each domain or opt for a centralized, dedicated Google account for Postmaster Tools, the goal remains the same: a unified understanding of your email performance. This collaborative approach allows for quicker identification of issues, better response times to deliverability challenges, and more informed decision-making regarding your sending practices.
By following the steps outlined, you can ensure your organization leverages Google Postmaster Tools to its fullest potential, keeping your emails out of the spam folder and into the inbox where they belong. Consistent monitoring and shared insights are the bedrock of a successful email program.
