Set up email sending domain

Connecting your company’s email sending domain allows the platform to send notification emails to your coaches and coachees on your behalf.
This ensures all system-generated messages — such as invitations, reminders, and updates — come from your company’s verified email address, improving deliverability and trust.

 Important Note: 

The system will use [email protected] by default for non-system email notifications if Email Sending Domain is not setup properly.

 

 What Is Domain Authentication?

Domain authentication confirms to email providers that your platform is authorized to send emails using your company domain.

By adding specific DNS entries to your hosting provider (such as GoDaddy, Cloudflare, or Rackspace), you give the platform permission to send authenticated emails on your behalf.

This process helps:

• Ensure your messages reach recipients’ inboxes.

• Prevent emails from being flagged as spam.

• Strengthen the credibility of your company domain.

Email service providers typically distrust messages that are not authenticated, as they cannot verify that the emails truly come from your organization.

 

 Before You Begin

To set up domain authentication, you’ll need access to your DNS or hosting provider account.
Examples of DNS providers include GoDaddy, Hover, Cloudflare, and Rackspace.

If you don’t have access yourself, contact your company’s IT administrator or the person managing your website domain before proceeding.

 

 Set Up Domain Authentication

1. In your admin portal, go to Settings → Email Sending Domain.
2. Click Authenticate Your Domain.
3. Enter the domain name you want to send from.
   • Use only the root domain (for example, companyname.com).
   • Do not include prefixes such as www or http://www.
   • Your domain must match the domain used in your FROM address.
     • Example: If your emails are sent from [email protected], your authentication domain should be companyname.com.
4. Click Next.
5. You will see a list of CNAME records that must be added to your DNS host.
   • Log in to your DNS provider account and add these CNAME entries exactly as shown.
   • If you don’t manage DNS directly, click the Email Request option to send these records to a team member who does.
     • This email includes a secure link to the CNAME records (the link expires after a set time).
6. Once the records are added, allow up to 48 hours for them to propagate across your DNS system.

 

 Verify Your Domain

1. After 24–48 hours, return to the Email Sending Domain page.
2. Click Verify to confirm your domain authentication.
3. If verification is only partially successful:
   • Wait a bit longer (some DNS records take extra time to process).
   • Double-check that all CNAME records were entered correctly in your DNS host.
4. Once all records verify successfully, your domain is authenticated.

 

 After Verification

• Any email sent from your platform using a FROM address that matches your verified domain will now use your company’s domain authentication automatically.

• You only need to update this setup if your company changes its primary domain or email address.

  Pro Tip:

Domain authentication significantly improves email deliverability. Set this up early to ensure coaches and coachees consistently receive all system notifications from your company address.