> ## Documentation Index
> Fetch the complete documentation index at: https://docs.orbitforms.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Sending Domain Setup

> To send sequence emails from your own email address, you need to verify your domain. This is a one-time setup that takes about 5 minutes.

## How It Works

When you send a sequence email from [matt@yourcompany.com](mailto:matt@yourcompany.com), we need to prove to email providers (Gmail, Outlook, etc.) that OrbitForms 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.

The same **Settings → Sending** page also hosts **SMS Sending** (Salesmsg) when your plan includes SMS — separate from email DNS. See the [Salesmsg integration](/integrations/salesmsg) guide.

<Info>
  **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)
</Info>

## 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.

<Tip>
  **When to consider a subdomain:** If you send high volumes of sequence emails or want to isolate your outreach reputation from your regular business email, a subdomain like `mail.yourcompany.com` can be helpful.
</Tip>

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

<Steps>
  <Step title="Go to Settings → Sending">
    Navigate to **Settings** in the dashboard sidebar, then open the **Sending** tab. You can also [open Sending settings directly →](https://orbitforms.ai/settings/email-sending).
  </Step>

  <Step title="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.
  </Step>

  <Step title="View DNS records">
    After adding the domain, the DNS setup wizard will appear showing all the records you need to add.
  </Step>
</Steps>

## 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` |

<Note>
  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`).
</Note>

## 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) |

<Note>
  The DKIM value is a long public key unique to your domain. Always copy it from the setup wizard in **Settings → Sending** — do not type it manually.
</Note>

<Warning>
  **Route 53 / AWS users:** Make sure to select **TXT** as the record type and wrap the value in double quotes (e.g., `"k=rsa; p=MIG..."`). Some providers add quotes automatically.
</Warning>

## 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 |

<Info>
  **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.
</Info>

## 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;` |

<Note>
  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.
</Note>

## 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

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

## Next Steps

<CardGroup cols={3}>
  <Card title="Sending settings" icon="arrow-right" href="https://orbitforms.ai/settings/email-sending">
    Open domain setup in your dashboard
  </Card>

  <Card title="Sequences Guide" icon="envelope" href="/guides/sequences">
    Build your first email sequence
  </Card>

  <Card title="Contacts" icon="users" href="/guides/contacts">
    Manage the contacts you enroll
  </Card>
</CardGroup>