Dedicated Domain for Email Services

Using a custom domain for your email communications enhances professionalism and improves deliverability. This guide explains how to add and verify a custom domain in your CRM system.

Accessing Email Configuration

1. Open Email Settings:

   • Navigate to the Settings menu on your CRM dashboard.
   • Click on Email Services. You might see an empty page initially.

     
     

     
     

Adding a Custom Domain

2. Select and Add a Domain:

   • Choose the option for a custom domain and click Add a Domain.

      
     

     
     
     

     
     
     
     
     

3. Select Your Subdomain:

   • Choose a subdomain for sending emails (like mail, email, or replies) to maintain consistency and professionalism.
     

     
     

     
     
     

Verifying Your Domain

4. Domain Verification Process:
   • After adding your subdomain, you will receive five DNS records (TXT, CNAME, and MX) to input into your domain registrar (such as Cloudflare, Namecheap, or GoDaddy).
   • Input these records exactly as instructed.
   • After entering the DNS records, return to the CRM and click Verify to complete the verification.

Troubleshooting and Tips

• Verification Challenges: If verification fails, recheck the records for errors. DNS changes can take time to fully update.
• Using Cloudflare: When adding CNAME records, make sure the proxy status is "DNS only" to avoid verification issues.

Managing Email Deliverability

Ensuring high email deliverability is key to effective communication. This section guides you on setting up workflows and lists to manage bounced emails, complaints, and unsubscribes.

Setting Up Maintenance Workflows

1. Handling Bounced Emails:

   • Create a workflow to tag contacts with bounced emails, set them to "Do Not Disturb" for email, and remove them from workflows.
     

     
     

     
     
     

2. Managing Complaints:

   • Set up a workflow to tag contacts who have filed complaints, remove them from communication channels, and stop their participation in workflows.
     
     
     

3. Handling Unsubscribes:

   • Use a custom value in your email footer to catch unsubscribes, tag them accordingly, set them to "Do Not Disturb," and remove them from workflows.
     

     
     

     

Building a Clean Email List

• Use Smart Lists: Filter out contacts with bounced emails, complaints, and unsubscribes. Ensure your email list only includes valid email addresses that are not marked as "Do Not Disturb."

FAQs

• How long for DNS changes to propagate?

  • DNS updates can take up to 48 hours but usually happen faster.

• Can the same domain be used across multiple accounts?

  • It’s best to set up a dedicated domain for each account to improve branding and deliverability.

• What to do if issues occur during setup?

  • Verify all DNS records for accuracy. If problems continue, consult support or detailed documentation.