Sending Domains (Email)

Overview

Sending domains allow you to send emails from your own branded email addresses instead of using the default platform email. This improves deliverability and provides a more professional appearance.

Getting Started

To set up a sending domain:

1. Go to Company Settings → Sending Domains (Email)
2. Click "Manage Sending Domains"
3. Click "Add Domain" or navigate to Step 1
4. Enter your domain name (e.g., yourcompany.com)
5. Optionally select a region (US East, EU West, etc.)
6. Click "Create Domain"
7. Follow the DNS configuration steps below

DNS Configuration

After creating your sending domain, you'll need to add DNS records at your domain provider. The platform will provide you with the exact records needed:

Required DNS Records

The platform requires several DNS records to verify domain ownership and ensure proper email delivery:

• SPF Record: Authorizes the platform to send emails on your behalf
• DKIM Records: Cryptographic signatures to verify email authenticity
• DMARC Record: Email authentication policy (optional but recommended)

Adding DNS Records

1. Copy each DNS record provided by the platform
2. Go to your domain provider's DNS management panel
3. Add each record exactly as shown (type, name, and value)
4. Save the changes
5. Wait for DNS propagation (usually a few minutes, can take up to 48 hours)

Domain Verification

After adding DNS records:

1. Wait a few minutes for DNS propagation
2. Go back to the Sending Domains section
3. Navigate to Step 2: Verify Domain
4. Select your domain
5. The platform will automatically check DNS records
6. Once verified, the domain status will update to Verified

Domain Status

Your sending domain will show different statuses during setup:

• Not Started - Domain created but DNS not configured
• Pending - Waiting for DNS records to be added and verified
• Verified - Domain is verified and ready to send emails
• Failed - Verification failed (check DNS records)
• Temporary Failure - Temporary verification issue (try again later)

Email Configuration

Once your domain is verified, you can configure email preferences:

Email Username

Set the username part of your email address (the part before @):

• Common usernames: updates, noreply, support, info
• Example: [email protected]

Email Preferences

Configure tracking and security settings:

• Track Opens: Track when recipients open your emails
• Track Clicks: Track when recipients click links in your emails
• TLS Mode: Choose between Opportunistic TLS (default) or Enforced TLS

Regions

You can optionally select a region for your sending domain:

• US East (us-east-1): For US-based operations
• EU West (eu-west-1): For European operations
• South America East (sa-east-1): For South American operations
• Asia Pacific Northeast (ap-northeast-1): For Asia-Pacific operations

Managing Domains

Once your domain is verified, you can:

• Update Preferences: Change email tracking and TLS settings
• Change Username: Update the email username
• Delete Domain: Remove the domain (cannot be undone)

Troubleshooting

Domain verification fails

• Double-check that all DNS records are correctly added at your domain provider
• Wait a few minutes for DNS propagation
• Verify the record values match exactly (no extra spaces or characters)
• Use DNS lookup tools to verify records are live
• Ensure SPF, DKIM, and DMARC records are all present

Emails not being delivered

• Verify domain status is Verified
• Check that DNS records haven't expired or been removed
• Review email logs for bounce or rejection messages
• Ensure SPF and DKIM records are properly configured

Emails marked as spam

• Ensure all authentication records (SPF, DKIM, DMARC) are properly configured
• Set up DMARC policy to improve deliverability
• Monitor email reputation and avoid sending to invalid addresses
• Use consistent "From" addresses

Best Practices

• Always verify DNS records before using the domain for production emails
• Set up DMARC policy to protect your domain from spoofing
• Monitor email deliverability and reputation
• Keep DNS records updated and don't remove them after verification
• Use appropriate email usernames (e.g., updates, noreply)
• Configure tracking preferences based on your privacy policy
• Test email delivery before sending to large audiences

Email Authentication Explained

SPF (Sender Policy Framework)

SPF records specify which servers are authorized to send emails on behalf of your domain. This prevents others from spoofing your domain.

DKIM (DomainKeys Identified Mail)

DKIM adds a cryptographic signature to your emails, allowing recipients to verify that emails actually came from your domain and haven't been tampered with.

DMARC (Domain-based Message Authentication, Reporting & Conformance)

DMARC tells receiving servers what to do with emails that fail SPF or DKIM checks. It also provides reporting on email authentication.