Never hand over your password again
Your web designer or marketer has asked for access and you’re not sure where to click. This guide walks you through each Google tool, tells you which level of access to give, and shows you how to take it away again when the work is done.
Henny Maltby25 years in marketing · Growth Hub Premier Partner
!Keep this page handy. You’ll need it every time someone new helps with your marketing.
Every Google tool lets you invite someone by email and choose what they can do. You stay the owner, they get their own login, and you can remove them with one click.
That matters more than people think. On my calls I regularly meet business owners who can’t get into their own Google Analytics or Business Profile, because a past web designer set it all up under their own email and then moved on.
So whether you’re giving access to us or to anyone else, do it this way. It takes a couple of minutes per tool, and you keep control of your business.
Your Google accounts belong to your business. Invite people in, never hand the keys over.
Before you start
Give people the lowest level that lets them do the job. You can always raise it later.
Where your ads, budgets and billing live. Your marketer needs this to check how your ads are doing or to run them for you.
Usually give: Standard, or Read only if they’re only reviewing
Google Analytics 4 shows how people find your site and what they do there. It’s how you see whether your website brings in enquiries.
Usually give: Analyst, or Viewer for a quick look
Shows which searches you appear for, how often people click, and any problems Google has with your pages.
Usually give: Full for SEO work, Restricted for a look
The box that appears when people search for your business name or for local services. Reviews, photos and opening hours live here.
Usually give: Manager, keep Owner for yourself
If your website uses it, this is where tracking for Analytics and Ads is set up. Only give it to someone who needs to change tracking. See Google’s guide.
Usually give: Edit, and keep Publish for your developer
Add your web person as their own user rather than sharing your login. In WordPress go to Users, then Add New User.
Usually give: Administrator for your developer, Editor for writers
Google Ads
Google Ads moved this menu a while ago, so older guides send you to the wrong place. Here’s where it lives now. If your screen looks different, Google’s own help page has the latest steps.
If you work with an agency that uses a manager account (Google calls it an MCC), they may send you a link request instead. You’ll find it in the same Access and security area, under Managers. Accept it only if you know who sent it.
Google Analytics
The old version of Analytics had Account, Property and View columns. Google Analytics 4 is simpler, and you’ll usually add people at property level. Google’s help page shows every role in detail.
Search Console
Search Console shows you how your website is doing on Google. Anyone looking after your SEO will want to see it. Here’s Google’s guide to owners and users if you get stuck.
Only an owner can add or remove other users. If you can’t see Users and permissions, someone else set up Search Console, so ask them to make you an owner first.
Google Business Profile
You may still hear it called Google My Business. Google renamed it Google Business Profile, and you now manage it straight from Google Search or Maps. Google’s help page on owners and managers has the latest steps.
Tidying up
It’s the same journey for each tool. Go back to where you added them, find their email in the list and remove them. In Google Ads and Search Console click the three dots next to their name. In Google Analytics tick the box next to them and click Remove. In Business Profile click the cross or Remove next to their name.
I’d check all four once a year. You’ll be surprised how many old freelancers, past staff and agencies still have access to things.
If you find you aren’t the owner of your own accounts, sort that out first. Ask whoever is listed as the owner to make you one, then take them down to Manager or remove them. If they’ve gone quiet, Google has a request access route for Business Profile, and Search Console lets you verify yourself as an owner through your website.
Want to understand what all this data is telling you?
See exactly which of your marketing brings in enquiries, in plain English, so you put your time and money where it pays. The AI Marketing Academy opens on 14 November.
Keep your business safe
A few simple habits mean you never get locked out of your own Google accounts.
Your questions answered
The questions I’m asked most when clients are giving us access to their accounts.
Yes, as long as you invite them by email rather than sharing your password. They get their own login with only the permissions you choose, and you can remove them at any time. Analyst or Viewer is enough for most marketing work.
An owner has full control, including adding and removing other people and removing the profile. A manager can edit your details, add photos and posts and reply to reviews, but can’t remove owners. Keep yourself as the primary owner and make your marketer a manager.
Ask them to invite your email address as owner on each account, then remove them once you’re in. If you can’t reach them, Search Console lets you verify yourself as an owner through your website, and Google Business Profile has a request access option when you try to claim the listing.
Google renamed it Google Business Profile and moved most of the editing into Google Search and Maps. Search for your business name while signed in and you’ll see the tools to manage it, including People and access.
The AI Marketing Academy
Build an AI marketing team that works for your business. You teach it, your agents do the work, and you stay in control.
Once your Google accounts are yours, your AI marketing team can tell you what’s really working. The course that covers it is Know Where Every Enquiry Comes From.
It’s real marketing, powered by AI, and it opens on 14 November.
Try us before you buy from us
We’ll build your website home page on the call, free of charge. You’ll see exactly how we work before you decide anything.
Free call · Free home page · No obligation
Pink Elephant AI Marketing Academy
Learn marketing and build your own AI team. Or let our experts build it with you.
