A hand holding a smartphone with a Google Maps app open, sharing access to a business profile with another hand reaching for the phone, with a magnifying glass hovering over the Share button.
Google Business Profile

Your Google Business Profile (GBP) is a powerful tool for attracting customers and managing your online presence. However, you might not be the only one who needs access to manage it. Whether you have a team, an agency managing your profile, or simply need to delegate specific tasks, knowing how to grant access to your GBP is crucial. This comprehensive guide will walk you through the process, explain the different access levels, and provide best practices for managing user permissions.

Why Grant Access to Your GBP?

There are various reasons why you might want to grant access to your Google Business Profile:

  • Team Collaboration: If you have multiple people working on your business’s online presence, giving them access allows for seamless collaboration and efficient task management.
  • Agency Management: Many businesses hire agencies to manage their digital marketing, including their GBP. Granting access enables the agency to optimize your profile and respond to customer interactions.
  • Specialized Roles: You might need to delegate specific tasks, such as responding to reviews, updating business information, or managing ad campaigns. Granting access with specific roles allows you to control who can perform which actions.
  • Temporary Access: You might need to provide temporary access to a contractor or consultant working on a specific project related to your GBP.

Understanding User Roles and Permissions

Google Business Profile offers different user roles, each with varying levels of access and permissions. Understanding these roles is essential to ensure you grant the appropriate level of access to each user.

1. Primary Owner

The Primary Owner has complete control over the GBP. They can add and remove users, change all profile information, manage all features, and even delete the profile. There can only be one Primary Owner.

2. Owner

Similar to the Primary Owner, an Owner has almost full control over the GBP. They can manage all aspects of the profile but cannot delete it or remove the Primary Owner.

3. Manager

Managers have a wide range of permissions, allowing them to edit business information, respond to reviews, manage posts, view insights, and more. However, they cannot add or remove users, transfer ownership, or delete the profile.

4. Site Manager

Site Managers have limited access, primarily focused on website-related tasks. They can edit the website URL, view insights related to the website, and use Google My Business messaging, but their access to other features is limited.

5. Co-Manager

Co-Managers have a similar level of access to Managers but with some restrictions. They cannot edit business information like the name, address, or phone number, but they can manage posts, respond to reviews, and view insights.

6. Communications Manager

The Communications Manager role focuses on customer interactions. They can respond to reviews, use Google My Business messaging, and view insights related to customer engagement.

7. Insights Analyst

As the name suggests, Insights Analysts have access only to the performance data of the GBP. They can view insights, download reports, and analyze data, but they cannot make any changes to the profile.

How to Grant Access to Your Google Business Profile

Follow these steps to grant access to your GBP:

  1. Sign in to Google My Business: Go to https://business.google.com/ and sign in with the account associated with your GBP.
  2. Select your business profile: Choose the specific GBP you want to manage from the list of your businesses.
  3. Access the Users section: Click on the Users option in the left-hand menu.
  4. Invite a new user: Click on the Invite New User button at the top right corner.
  5. Enter the user’s email address: Type the email address of the person you want to invite.
  6. Choose the user role: Select the appropriate user role from the dropdown menu based on the level of access you want to grant.
  7. Send the invitation: Click on the Invite button to send the invitation email.

The invited user will receive an email with a link to accept the invitation. Once they accept, they will have access to your GBP according to the assigned role.

Best Practices for Managing User Permissions

Effectively managing user permissions is essential for maintaining the security and integrity of your GBP. Here are some best practices to follow:

  • Grant least privilege: Only grant the level of access necessary for each user to perform their tasks. Avoid giving more access than required.
  • Regularly review user access: Periodically audit user permissions and remove access for users who no longer need it. This helps prevent unauthorized access and maintain control over your profile.
  • Use strong passwords and two-factor authentication: Ensure all users accessing your GBP have strong passwords and enable two-factor authentication for added security.
  • Educate users on GBP guidelines: Inform all users about Google’s guidelines for using Google Business Profiles and the importance of adhering to these policies.
  • Monitor activity logs: Regularly check the activity logs to keep track of changes made to your profile and identify any suspicious activity.

Conclusion

Granting access to your Google Business Profile allows for efficient collaboration, specialized task delegation, and professional management of your online presence. By understanding the different user roles, following the steps to grant access, and implementing best practices for managing permissions, you can ensure the security and optimal performance of your GBP. Remember to regularly review user access, educate users on GBP guidelines, and monitor activity logs to maintain control and protect your business’s online reputation.

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Author: Matt Kallunki

Background and Experience Born in North Carolina and raised in a military family that moved frequently across North America, Europe, and Hong Kong, Matt Kallunki learned the values of adaptability and resilience from an early age. He enlisted in the Army National Guard at 17, bringing dedication and commitment to his service—a trait he has carried through every opportunity since. His education at Utah Valley University and later at Utah State University, along with diverse roles in technology, hospitality, and marketing, has shaped a career marked by innovation and leadership. As a veteran, Kallunki proudly leads Zing Business Systems, a veteran-owned and operated business. Inspiration and Innovation The constant throughout Kallunki’s career has been the importance of effective marketing—an insight first gained while running his initial restaurant. This understanding guided him through various entrepreneurial and consulting roles, eventually leading to the foundation of Zing Business Systems. Here, Kallunki has harnessed emerging technologies to provide small businesses with smart, scalable communication solutions. Zing Business Systems: Bridging Technology and Opportunity Zing Business Systems turns everyday challenges into growth opportunities. The company's flagship service, the Missed Call Text Back, ensures that small businesses never miss out on potential customer engagements. Kallunki equips his clients with tools that streamline communication, allowing them to focus on what truly matters—their core business and customer relationships. Customer Impact Kallunki's technology revolutionizes how businesses interact with customers. From automotive to professional services, he helps business owners centralize operations and automate routine tasks, significantly enhancing efficiency and customer satisfaction. Looking Ahead Dedicated to continuous innovation and expansion, Zing Business Systems is committed to empowering more businesses with effective communication tools. With over two decades of marketing experience and a lifelong passion for service, Kallunki is redefining standards in business engagement and management. More About Matt In addition to his professional pursuits, Matt Kallunki is a lifelong motivated learner with a diverse array of hobbies and interests that span both creative and technical fields. From open boat sailing and spear fishing to ham radio operation and gardening, Matt's activities reflect his broad interests and relentless curiosity. A Cold War to present military enthusiast and avid reader, he also indulges in audiobooks, constantly seeking new knowledge and adventures. As a certified scuba instructor and divemaster, Matt takes his passion for exploration below the water's surface, teaching others and enjoying the serene beauty of the underwater world. His love for hands-on creation is evident in his skills in woodworking and metalworking, while his technical acumen shines through in his interests in cybersecurity and networking. Photography is another passion, capturing moments from his ventures and everyday life, showcasing his artistic eye and attention to detail. Whether it’s running marathons, launching high-powered rockets, or nurturing his garden, each hobby Matt engages in reflects a facet of his dynamic personality and relentless pursuit of growth and excellence. Connect with Matt Kallunki You can connect with Matt and learn more about his work and Zing Business Systems through various platforms: Visit https://blog.zingacp.com/about-us-page for social and medial links.