Your Google Business Profile is one of the most important tools for local business visibility. When potential customers search for your services, your profile is often the first thing they see. Your business profile will show your potential customers the operating hours, location, photos, and reviews.
Managing this profile effectively often requires collaboration with team members or marketing agencies. This guide will walk you through how to share access to your Google Business Profile so others can help optimize and manage your online presence.
What is a Google Business Profile?
Google Business Profile (formerly known as Google My Business) is a free tool that allows businesses to manage their online presence across Google Search and Google Maps. Your profile displays essential information like:
- Business name, address, and phone number
- Hours of operation
- Website link
- Photos and videos
- Customer reviews and ratings
- Posts and updates
- Service or product descriptions
When someone searches for your business or related services in your area, your Google Business Profile appears in search results and on Google Maps, making it a critical component of your local SEO strategy.
Understanding User Roles: Owner vs. Manager
Google Business Profile offers two primary user roles, each with different levels of access:
Owner:
- Full control over the business profile
- Can add or remove other users
- Can delete the business profile
- Can transfer ownership to another user
- Access to all profile features and settings
Manager:
- Can edit business information and respond to reviews
- Can add photos and create posts
- Can view insights and performance data
- Cannot add or remove other users
- Cannot delete the profile or transfer ownership
Most businesses have one owner and may add multiple managers to help with day-to-day profile management.
Why an Agency May Need Access to Your Google Business Profile
Marketing agencies often request access to your Google Business Profile for several important reasons:
Update Business Information: Agencies can ensure your hours, contact details, services, and other critical information stay current and accurate across Google’s platforms.
Optimize Your Profile: Professional optimization includes adding high-quality photos, incorporating relevant keywords in your business description, selecting appropriate categories, and highlighting special attributes that make your business stand out.
Manage Customer Engagement: Agencies can respond to customer reviews promptly and professionally, create regular posts to keep your profile active and engaging, and answer questions from potential customers.
Leverage Insights for Marketing: Your Google Business Profile provides valuable data about how customers find and interact with your business. Agencies use these insights to understand search query performance, track customer actions like calls and website visits, identify peak engagement times, and inform broader marketing strategies.
According to Google, businesses with complete and optimized profiles are twice as likely to be considered reputable by consumers and see significantly higher engagement rates.
How to Add a Manager to Your Google Business Profile
Follow these steps to grant manager access to someone on your team or at an agency:
1. Sign in to Google Business Profile
Go to business.google.com and sign in with the Google account that owns or manages your business profile.
2. Select Your Business
If you manage multiple locations, select the business you want to share access to from your dashboard.
3. Navigate to Users
Click on the Users section in the left-hand menu. This will display everyone who currently has access to your profile.
4. Add a New User
Click the Add users icon (it looks like a person with a plus sign) in the top-right corner.
5. Enter Email Address
Type the email address of the person you want to add. They must have a Google account associated with this email address.
6. Select Manager Role
From the dropdown menu, select Manager as the role. Unless you’re transferring full ownership, manager access is typically appropriate for team members and agencies.
7. Send Invitation
Click Invite to send the access request. The person will receive an email invitation to access your Google Business Profile. They must accept the invitation to gain access.
How to Provide Owner Access To Your Google Business Profile
If you need to transfer full ownership to another person (such as when selling a business or changing primary contacts), follow these steps:
1. Follow Steps 1-5 Above
Start by adding the new user following the same process for adding a manager.
2. Select Owner Role
Instead of selecting “Manager,” choose Owner from the role dropdown menu.
3. Confirm Transfer
Google will ask you to confirm that you want to transfer ownership. Remember that once ownership is transferred, the new owner has full control, including the ability to remove you from the profile.
4. Complete the Transfer
Click Invite to send the ownership transfer request. The recipient must accept the invitation to complete the transfer.
Important Note: You can only transfer ownership to someone who already has manager access to your profile. If they don’t, add them as a manager first, then transfer ownership in a separate step.
How to Change Access Roles for Existing Users
Need to upgrade a manager to owner status or adjust someone’s permissions? Here’s how to modify existing user access:
1. Go to Your Business Profile
Navigate to business.google.com and select your business.
2. Access People and Access Settings
Select More > Business Profile settings > People and access.
3. Select the User
Click on the user whose access role you’d like to change.
4. Edit Access Level
Next to “Access,” select Edit. Choose the new role from the dropdown menu and click Save.
Tip: Only owners can change access roles for other owners and managers. If you don’t see the edit option, you may only have manager-level access.
How to Remove an Owner or Manager
When team members leave, or agency contracts end, you’ll need to remove their access to your Google Business Profile:
1. Go to Your Business Profile
Navigate to business.google.com and select your business.
2. Access People and Access Settings
Select More > Business Profile settings > People and access.
3. Select and Remove the User
Click on the user you’d like to remove, then select Remove person.
Important Notes:
- If you can’t select a user, it likely means you only have manager-level access. Only owners can remove other owners and managers.
- When you remove a user, they receive an email notification and can no longer change business information or perform admin tasks.
- Their previous contributions, such as review replies, posts, and comments, will remain visible on your Business Profile.
Best Practices for Managing Profile Access
- Review user access regularly: Periodically check who has access to your profile and remove users who no longer need it
- Use manager roles for agencies: Unless absolutely necessary, grant manager access rather than owner access to maintain control
- Keep owner credentials secure: The owner account should belong to someone with long-term involvement in the business
- Document access permissions: Keep a record of who has access and why, especially when working with external partners
- Communicate changes: Let your team or agency know when you’ve granted access so they can accept the invitation promptly
Important Reminders
- Users must have a Google account to access your Google Business Profile
- Invited users must accept the email invitation before they can manage the profile
- You can modify user roles or remove access at any time from the Users section
- Changes made by managers appear immediately—no approval process is required
- All user actions are logged, so you can track who made specific changes
Managing your Google Business Profile doesn’t have to be complicated. By granting the right level of access to trusted team members and partners, you can ensure your profile stays optimized, accurate, and engaging for potential customers.
Have questions about this process or how a Google Business Profile fits into your marketing strategy?
Contact us today to learn how we can enhance your online presence.