How It Works
When you send a sequence email from [email protected], we need to prove to email providers (Gmail, Outlook, etc.) that Orbit AI is authorized to send on behalf of your domain. This is done by adding DNS records to your domain (e.g., yourcompany.com). Without these records, emails may land in spam or be rejected entirely.What you’ll need:
- Access to your domain’s DNS settings (Cloudflare, GoDaddy, Namecheap, Route 53, etc.)
- About 5 minutes for initial setup
- DNS changes may take up to 48 hours to propagate (usually much faster)
Using a Subdomain (Optional)
We recommend using your root domain (e.g.,yourcompany.com) for the simplest setup. However, you can optionally use a subdomain if you want to keep your sending reputation separate from your primary business email.
Benefits of using a subdomain:
- Reputation isolation: If sequence emails trigger spam filters, only the subdomain is affected — your primary domain’s reputation stays clean for regular business email.
- Avoid SPF conflicts: Your root domain may already have an SPF record for your regular email provider. A subdomain gets its own SPF record with no conflicts.
- Separate DKIM signing: Keeps cryptographic signing separate from your primary email, so there’s no interference with existing DKIM configurations.
Step 1: Add Your Domain
Go to Settings > Email Sending
Navigate to Settings in the dashboard sidebar, then click the “Email Sending” tab.
Click 'Add Domain'
Enter your root domain (e.g., yourcompany.com). You can also use a subdomain if you prefer to keep sending reputation separate.
SPF Record
SPF (Sender Policy Framework) tells email providers which servers are allowed to send email from your domain. Add a TXT record to your domain’s DNS:| Type | Name | Value |
|---|---|---|
| TXT | yourcompany.com | v=spf1 include:mailgun.org ~all |
Add this SPF record to the domain you configured. If your domain already has an SPF record, merge the include statement into it (e.g.,
v=spf1 include:_spf.google.com include:mailgun.org ~all).DKIM Record
DKIM (DomainKeys Identified Mail) adds a cryptographic signature to each email, proving it hasn’t been tampered with in transit. Add a TXT record with the name and value shown in the setup wizard:| Type | Name | Value |
|---|---|---|
| TXT | orbitmail._domainkey.yourcompany.com | k=rsa; p=MIG... (copy the full value from the setup wizard) |
The DKIM value is a long public key unique to your domain. Always copy it from the setup wizard in Settings > Email Sending — do not type it manually.
Custom Tracking Domain
The tracking domain is used for open and click tracking. Without it, tracking URLs would point to a third-party domain, which can hurt deliverability. Add a CNAME record:| Type | Name | Value |
|---|---|---|
| CNAME | orbit.yourcompany.com | mailgun.org |
Why this matters: Gmail and Outlook check whether links in an email match the sender’s domain. A custom tracking domain keeps all URLs on your domain, significantly improving inbox placement. The exact record name will be shown in the setup wizard.
DMARC Record (Recommended)
DMARC (Domain-based Message Authentication) tells email providers what to do when SPF or DKIM checks fail. While not strictly required, having a DMARC record significantly improves deliverability, especially with Gmail. If your domain (e.g., yourcompany.com) already has a DMARC record, you’re all set. If you don’t have one yet, add it to your domain:| Type | Name | Value |
|---|---|---|
| TXT | _dmarc.yourcompany.com | v=DMARC1; p=none; |
Add this to your domain. If you’re using a subdomain for sending, it will automatically inherit this policy. The setup wizard will show a green check once detected.
Verify Your Domain
After adding all DNS records, click the Verify button next to your domain. Each record will show a green check when verified. SPF and DKIM must both be verified before you can send emails.| Requirement | Status | Notes |
|---|---|---|
| SPF + DKIM verified | Required | Your domain status changes to “Verified” and you can start sending emails. |
| Tracking domain verified | Strongly recommended | Without it, open/click tracking may reduce deliverability. |
| DMARC found | Recommended | Improves inbox placement, especially with Gmail. |
DNS Propagation
DNS changes don’t take effect instantly. Here’s what to expect:| Provider | Timeline |
|---|---|
| Most providers (Cloudflare, Route 53) | Changes propagate within 1-5 minutes. You can verify almost immediately. |
| Some registrars (GoDaddy, Namecheap) | May take 15-30 minutes. Wait a bit before clicking Verify. |
| Worst case | DNS changes can take up to 48 hours to fully propagate worldwide. If verification fails, try again later. |
Troubleshooting
SPF not verifying
SPF not verifying
Make sure you added the SPF record to the exact domain you configured in settings. Only one SPF record is allowed per domain — if your domain already has one, merge the
include:mailgun.org into the existing record instead of adding a second.DKIM not verifying
DKIM not verifying
Double-check that you copied the full DKIM value from the setup wizard. Some DNS providers truncate long TXT records. If your provider has a character limit, you may need to split the value into multiple strings.
Tracking domain not verifying
Tracking domain not verifying
Ensure the CNAME record for orbit.yourdomain.com points to mailgun.org (not a URL with https://). Some DNS providers add a trailing dot automatically — this is normal.
Domain already exists error
Domain already exists error
If another team has already added this domain, you’ll see an error. Contact support if you believe this is your domain.