Why Permissions Matter
Proper access control is essential for multi-location management:
Security
Limit who can make changes to prevent unauthorized modifications, whether accidental or intentional. Fewer people with access = lower risk.
Accountability
When changes are tracked by user, you know who did what. This helps with quality control and troubleshooting.
Compliance
Many industries require access controls for data and customer-facing systems. Proper permissions help maintain compliance.
Efficiency
People see only what's relevant to their role. Less clutter, less confusion, faster work.
Brand Protection
Prevent well-meaning but off-brand content from going live. Approval workflows ensure consistency.
Permission Roles
Viewer
Can see profile information and metrics but cannot make changes:
- View profile details
- See performance metrics
- Read reviews
- Generate reports
Use for: Executives, regional managers who need visibility without edit capability.
Editor
Can make most changes but cannot manage users or delete profiles:
- Update business information
- Respond to reviews
- Create posts
- Upload photos
Use for: Marketing team members, content managers.
Manager
Full access to assigned locations except ownership transfer:
- All editor permissions
- Manage users for their locations
- Access advanced settings
- Handle verification
Use for: Regional managers, franchise owners.
Owner
Complete control over profiles including ownership and deletion:
- All manager permissions
- Transfer ownership
- Delete profiles
- Access all locations
Use for: Business owners, senior leadership, IT administrators.
Permission Structure
Location-Based Access
Assign users to specific locations:
- Store managers access their store only
- Regional managers access their region
- Corporate accesses all locations
Location Groups
Organize locations into logical groups:
- By region (East, West, Central)
- By brand (for multi-brand companies)
- By type (flagship, standard, outlet)
- By franchise owner
Hierarchical Access
Build permission hierarchies:
- Location level → Single location
- Area level → Group of locations
- Regional level → Multiple areas
- National level → All locations
Role Combinations
- Regional Manager + Editor for their region
- Store Manager + Manager for their store
- Marketing Coordinator + Editor for all locations
- CEO + Viewer for all locations
Google Native Roles
Google Business Profile has its own permission system:
Primary Owner
- Full control over the business
- Can transfer ownership
- Can remove all other users
- Only one per location
Owner
- Full edit access
- Can add/remove managers
- Cannot transfer primary ownership
Manager
- Can edit most profile information
- Can respond to reviews
- Can create posts
- Cannot manage users
Site Manager
- Limited editing capabilities
- Focus on website and basic info
- Cannot access all features
Implementation Guide
Step 1: Audit Current Access
- List everyone with current access
- Document what access level they have
- Identify any former employees still with access
- Note any shared accounts
Step 2: Define Roles
- Map job functions to needed access
- Create standard roles for your organization
- Document what each role can do
- Get stakeholder approval on role definitions
Step 3: Organize Locations
- Create logical location groups
- Define hierarchy if applicable
- Assign locations to groups
- Document the structure
Step 4: Assign Permissions
- Remove unnecessary access
- Add appropriate access based on roles
- Verify everyone has what they need
- Test access levels work correctly
Step 5: Establish Processes
- New employee onboarding
- Employee offboarding
- Role change procedures
- Regular access reviews
Security Best Practices
Principle of Least Privilege
Give people only the access they need—no more. It's easier to add permissions than recover from mistakes.
No Shared Accounts
Every person should have their own account. Shared accounts destroy accountability and create security risks.
Regular Audits
Review access quarterly:
- Remove departed employees
- Adjust changed roles
- Verify access is appropriate
- Look for unused accounts
Immediate Offboarding
When someone leaves, remove access immediately—not tomorrow, not next week, immediately.
Two-Factor Authentication
Require 2FA for all accounts with GBP access. This is non-negotiable for security.
Activity Logging
Maintain logs of who did what:
- Track all changes
- Record who made each change
- Keep history for troubleshooting
- Use for training and quality improvement