Sending emails from your own domain

Who can use it. Owners. It lives in Settings → Branding & email, under the sender address. It is being rolled out, so you may not see it on your account yet.

What it's for

Your automation emails (workflow emails, team notifications) can come from your own address, like [email protected], instead of the platform address. Before an email provider will send from your domain, it has to prove the domain is yours. You do that by adding a few DNS records at the company that manages your domain.

How to set it up

1. Go to Settings → Branding & email and find Sending domains.
2. Type your domain, for example yourcompany.co.nz, and press Add domain. Just the domain: no www, no https:// and no email address.
3. A table of DNS records appears. Each row has a type (TXT, MX or CNAME), a name, a value and a status.
4. Sign in to wherever your domain's DNS is managed. That is usually the company you bought the domain from (for example Cloudflare, GoDaddy or Crazy Domains), or whoever runs your website. Add each record exactly as shown. Use the Copy button next to each value so nothing gets mistyped.
5. Come back and press Check now, or just wait. We check again automatically every few minutes.
6. When the domain shows Verified, put an address at that domain in the Sender (From) address box and press Save branding.

How long it takes

Usually about 15 minutes after the records are added. DNS changes can take up to 72 hours to reach everywhere, so don't worry if it isn't instant. We keep checking for 72 hours after you add the domain or press Check now. After that, press Check now to start checking again.

What happens while it verifies

Nothing goes missing. Until your domain is verified:

• Emails go out from the platform address.
• Replies still come to you, because your address is set as the reply-to address on every email.
• The sender box shows whether its domain is verified yet, so you can tell at a glance.

You can't save a sender address on a domain that isn't verified yet. Leave the sender blank to use the platform address in the meantime.

On the platform's own domain you can change only the name people see, for example Your Company <[email protected]>. The address part must stay the platform address; to send from any other address, verify your own domain.

Statuses you might see

• Waiting for DNS: we're waiting for the records to show up. Keep going with step 4, or give it time.
• Verified: you're done. Any address at that domain can be your sender.
• Not verified: the records couldn't be found. Check each one matches exactly (a common slip is the DNS provider adding your domain name to the end of the record name a second time), then press Check now.
• Records missing: the domain used to be verified but a record has since gone. Emails go from the platform address until it's fixed.

Good to know

• A domain can only belong to one account. If you see "already set up on another account", or a message saying the domain isn't linked to your organisation, contact support. Once they've released it, add it again and publish the new records it shows you.
• Removing a domain. Press Remove on the domain. If your sender address still uses that domain, you'll be asked to change or clear the sender first, so emails never quietly switch to an address that can't send. If a removal doesn't finish (for example the email provider didn't answer), the domain shows Removal not finished and is no longer used for sending. Press Remove again to finish it.
• Subdomains work too. Some businesses send from mail.yourcompany.co.nz to keep automated mail separate from everyday email. Add the subdomain exactly as you'll use it.
• Your everyday email isn't affected. These records only let us send on your behalf. They don't change where your normal email is delivered.