How to Add a User to Your Google Business Profile (Step-by-Step Guide)

If you manage a local business, chances are you have needed help handling customer reviews, updating business hours, uploading photos, or publishing Google Posts. Instead of sharing your Google password with employees or a marketing agency, the safer option is to add them as a user to your Google Business Profile (GBP).

 

In this guide, you will learn how to add a user to your Google Business Profile, assign the correct permissions, change access levels, transfer ownership, and remove users securely.

 

What is Google Business Profile?

Google Business Profile (formerly Google My Business) is Google’s free platform that allows businesses to appear in Google Search and Google Maps.

 

Your profile can display:

• Business name
• Address and service area
• Phone number
• Website
• Opening hours
• Customer reviews
• Photos and videos
• Products and services
• Google Posts and updates 

 

Because this information directly affects your local SEO visibility, it’s important to allow the right team members to help manage it while maintaining proper access control.

 

How to Add a User to Google Business Profile

To add a user:

1. Sign in to the Google account that owns the Business Profile.
2. Search for your business on Google.
3. Click the More (⋮) menu.
4. Select Business Profile settings.
5. Open People and access.
6. Click Add.
7. Enter the person’s Google account email address.
8. Choose Owner or Manager.
9. Click Invite. 

 

The invited person must accept the email invitation before they can access the profile.

 

Step-by-Step: Add a User to Your Google Business Profile

 

Step 1: Open Your Business Profile

Sign in to business.google.com or search for your business name while logged into the correct Google account. If you manage multiple locations, select the profile you want to update.

 

Pro Tip

Make sure you are signed in with the primary business account, not a personal Gmail account that only has limited access.

 

Step 2: Click the More (⋮) Menu

In the Business Profile management view, locate the three vertical dots in the upper-right corner. This menu contains advanced administrative options that are not visible in the main dashboard.

 

Step 3: Choose “Business Profile Settings”

From the drop-down menu, click Business Profile settings. This section controls:

• Users and permissions
• Notifications
• Advanced profile settings
• Ownership management 

 

Step 4: Open “People and Access”

Select People and access to view all current users. Here you’ll see:

• Primary Owner
• Additional Owners
• Managers
• Pending invitations

 

This is the central hub for all user management tasks.

 

Step 5: Click “Add”

Click the Add user icon (person with a plus sign) in the top-right corner of the panel. A dialog box will appear asking for the new user’s email address.

 

Step 6: Enter the Email Address

Type the email address of the person you want to invite.

 

Important

The user must have a Google Account. They can use:

• A Gmail address, or
• A non-Gmail email address that has been registered with Google.

 

Step 7: Select the Appropriate Role

Google Business Profile offers different permission levels.

 

Owner

Best for business partners or senior administrators.

 

Owners can:

• Edit all business information
• Respond to reviews
• Create posts
• Add or remove users
• Transfer ownership
• Manage profile settings

  

Manager

Best for employees, agencies, or customer support staff.

 

Managers can:

• Update business details
• Respond to reviews
• Upload photos and videos
• Publish Google Posts
• View performance insights

 

Managers cannot:

• Add or remove users
• Transfer ownership
• Delete the profile 

 

For most situations, Manager is the recommended and safest option.

 

Step 8: Send the Invitation

After selecting the role, click Invite. The recipient will receive an email from Google asking them to accept access to the Business Profile.

 

Once accepted, they can immediately begin managing the profile according to the permissions you assigned.

 

Understanding Google Business Profile User Roles

Choosing the correct role is important for both security and workflow efficiency.

 

Role	Edit Info	Respond to Reviews	Add/Remove Users	Transfer Ownership
Primary Owner	Yes	Yes	Yes	Yes
Owner	Yes	Yes	Yes	No
Manager	Yes	Yes	No	No

 

Which Role Should You Use?

• Primary Owner: Business owner or company director
• Owner: Trusted co-owner or senior operations manager
• Manager: Staff members, agencies, SEO consultants, or marketing teams 

 

A common mistake is giving an external marketing agency Owner access when Manager access is sufficient.

 

How to Add a Manager in Google Business Profile

If you want someone to handle daily profile updates without administrative control, add them as a Manager.

 

Steps:

• Open your Business Profile.
• Go to More → Business Profile settings → People and access.
• Click Add.
• Enter the user’s email address.
• Select Manager.
• Click Invite. 

 

Example:

A restaurant owner might add:

• The front-of-house manager to respond to reviews.
• The social media coordinator to upload new menu photos.
• An SEO agency to publish weekly Google Posts.

 

This keeps operations moving efficiently without risking ownership changes.

 

How to Add an Owner

Use Owner access only when the person needs long-term administrative control.

 

Steps

• Open People and access.
• Click Add.
• Enter the email address.
• Choose Owner.
• Click Invite.

 

When Owner Access Makes Sense

• Business partner
• Franchise operator
• Senior marketing director
• IT administrator responsible for multiple locations

 

Avoid assigning Owner access to temporary contractors or freelancers.

 

How to Change User Access

As employees change roles, you may need to update their permissions.

 

Steps

• Open People and access.
• Select the user.
• Click the Edit (pencil) icon.
• Choose the new role.
• Click Save.

 

The change takes effect immediately, and the user does not need to accept a new invitation.

 

Real-World Example

If a store supervisor is promoted to regional manager, you can upgrade their access from Manager to Owner without interrupting their existing access.

 

How to Transfer Primary Ownership

You may need to transfer primary ownership when:

• Selling the business
• Changing franchise ownership
• Moving management to another company
• Handing over operations to a successor

 

Important Requirement

The new primary owner must already be listed as an Owner or Manager on the profile.

 

Transfer Process

1. Go to People and access.
2. Select the user.
3. Click Edit next to their access level.
4. Choose Primary Owner.
5. Confirm and Save.

After the transfer, your account will usually remain as a regular Owner unless you remove yourself.

 

Security Note

Google may prevent certain ownership actions for 7 days after a user is added. This helps protect businesses from unauthorized takeovers.

 

How to Remove Someone from Your Google Business Profile

It’s good practice to remove access when:

• An employee leaves the company
• A marketing contract ends
• A temporary consultant no longer needs access
• You detect unfamiliar users 

 

Steps

1. Open Business Profile settings.
2. Select People and access.
3. Choose the user you want to remove.
4. Click Remove person.
5. Confirm the removal. 

 

The user will immediately lose editing access, but their past review responses and posts will remain visible on the profile.

 

Common Issues and Fixes

 

The Invitation Email Never Arrives

Ask the user to:

• Check Spam, Junk, and Promotions folders.
• Verify they’re signed into the correct Google account.
• Confirm the email address was entered correctly.

  

You can also cancel and resend the invitation from the People and access page.

 

“You Don’t Have Permission to Add Users”

 

This usually means you only have Manager access. Only Owners can:

• Add users
• Remove users
• Change roles
• Transfer ownership  

 

Contact the current owner if you need higher access.

 

New Owner Cannot Transfer Ownership

Google applies a 7-day waiting period to newly added owners and managers. During this period they cannot:

• Remove other users
• Delete the profile
• Transfer primary ownership

  

This restriction is normal and cannot be bypassed.

 

Best Practices for Secure User Management

1. Give the Lowest Necessary Permission: Use Manager access unless full administrative control is required.

 

2. Never Share Your Google Password: Every collaborator should use their own Google account. This provides:

• Better security
• Activity tracking
• Easier access removal
• Compliance with Google’s recommended practices

 

3. Audit Access Regularly: Review your user list every 3-6 months.

Remove:

• Former employees
• Inactive agencies
• Duplicate accounts
• Temporary contractors

 

4. Enable Two-Factor Authentication: Turn on 2-Step Verification for all Owner accounts to reduce the risk of unauthorized access.

 

Local SEO Benefits of Proper Access Management

Adding users does not directly improve rankings, but it helps maintain the activities that influence local search performance. A well-managed team can:

• Respond to reviews faster
• Correct inaccurate business information
• Upload fresh photos regularly
• Publish timely Google Posts
• Keep holiday hours updated
• Monitor customer questions and answers

  

These actions improve customer engagement, profile completeness, and user trust, which are important factors for Google Maps visibility.

 

Final Thoughts

Learning how to add a user to your Google Business Profile is an essential skill for any business that wants to maintain a professional and secure online presence. The safest approach is:

• Keep Primary Owner access limited to the business owner.
• Use Owner access only for trusted long-term administrators.
• Assign Manager access to employees, agencies, and consultants who handle day-to-day updates

 

By following the steps and security practices outlined in this guide, you can confidently share workload, protect your business profile, and keep your Google Search and Google Maps presence fully optimized for local SEO success.

Frequently Asked Questions

How do I add a user to my Google Business Profile?

Sign in to the Google account that owns the profile, search for your business on Google, open Business Profile settings → People and access, click Add, enter the user’s email address, choose a role such as Owner or Manager, and send the invitation.

Can I add someone without a Gmail address?

Yes. The person does not need a Gmail address, but they must have a Google Account associated with their email address before you can invite them to manage the Business Profile.

What is the difference between Owner and Manager in Google Business Profile?

An Owner has full control over the profile, including adding or removing users and transferring ownership. A Manager can update business information, respond to reviews, upload photos, and create posts, but cannot manage other users.

How long does it take for a new user to get access?

Access becomes active as soon as the invited user accepts the email invitation sent by Google. In most cases, this happens immediately after acceptance.

Can a Manager remove the Owner from a Google Business Profile?

No. A Manager cannot remove Owners, add new users, change user roles, or transfer ownership. Only users with Owner access can perform those administrative actions.

How do I remove someone from my Google Business Profile?

Open Business Profile settings → People and access, select the user you want to remove, click Remove person, and confirm the action. Their editing access will be revoked immediately.