Send workflow email from your own domain

Your workflow emails go out from a shared address, noreply@mail.activity-tracker.io, until you add a domain of your own. With your own domain they go from an address like jane@mail.yourfirm.com, and your sending reputation is yours alone.

You need Manage on the business to change this: its owner has it, and so does anybody they gave it to.

Before you start

You need to be able to add DNS records for the domain, wherever it’s managed: GoDaddy, Cloudflare, Namecheap, or your IT person. A subdomain such as mail.yourfirm.com is best, because it keeps the email you send by hand untouched.

Add your domain

1. Open Settings, pick the business under Your business, and find Email.
2. Press Use your own domain.
3. Check the Domain. It starts filled in from your own work email, such as mail.yourfirm.com for jane@yourfirm.com.
4. Check the line that says who emails come from. Press Change to use another address or name.
5. Press Add domain.

Add the DNS records

The next screen says where your domain’s DNS is managed, such as GoDaddy or Cloudflare, with a button that opens it. Below it are the records to add, each with its host, its value and a Copy button.

1. Press the button for your DNS provider, or open wherever your domain is managed.
2. Add each record with the host and value shown.
3. If your domain has no DMARC record yet, add the recommended one too.

Each record shows Found as soon as public DNS has it, and the screen counts them, such as 2 of 3 records found. Once all are found it confirms with the email service and turns to Verified by itself.

If someone else looks after your domain, press Email to whoever manages it. It opens an email with every record in it. Copy all copies the same list.

DNS changes can take up to 72 hours to show. You can close the screen and come back.

What happens next

Once it’s verified, every workflow email for this business goes from your own address. The Email section says which address that is, and so does Sender and tracking on each Send an Email step. A step’s own From name still wins over the one you set here.

Unsubscribe links, opens and clicks work the same as before. To start one, press Start an email workflow under Email: it opens the email templates.

The shared address limit

Until your domain is verified, the shared address sends up to 200 workflow emails a day for each business. After that, emails that day aren’t sent, and the workflow’s log says so. Your own domain has no daily limit from us.

Tests you send to yourself don’t count.

Change or remove it

• To change the address or name, open Manage your domain, edit them, and press Save sender.
• To stop using it, press Remove this domain, then Remove. Workflow email goes back to the shared address.

FAQ

Can I use my Gmail or Outlook address? No. Those belong to the mail service, and only they can add DNS records for them. Use a domain your firm owns.

Use your own domain is greyed out. Why? The app can’t add domains for anyone yet, and the reason shows beside the button. Your workflow emails keep going from the shared address until it’s switched on.

Can two businesses use the same domain? No. Each domain belongs to one business here. Use a different subdomain for each, such as mail.yourfirm.com and news.yourfirm.com.

It still says it’s checking after a day. What now? Compare each record with what you added, letter by letter. A missing dot or an extra space is the usual cause. After 72 hours with nothing found, it reads Not found; fix the record and press Check now again.