Email and sending domain

Every email your clients receive, from invitations to payment links, carries your brand. With a sending domain, those emails also come from your own address, such as [email protected], so clients see a sender they recognise.

Plan: Requires a plan that includes white-label. By default, Agency and Agency Pro include it.

Why use your own domain#

• Brand. Clients see your domain in the From line, not a generic one.
• Deliverability. The DNS records you add prove to inbox providers that the mail is authorised to use your domain, which helps it reach the inbox instead of spam.
• Replies. You can set a reply-to address so client replies land in your inbox.

Before you verify: the neutral sender#

Client emails go out whether or not you’ve set up a sending domain. Until your domain is verified, they come from a neutral notifications address, with your brand as the display name. They never show the Wozena name. Your clients can get started while you finish DNS setup.

Emails sent to you and your team are different: they always come from Wozena. See Emails you receive.

Add your sending domain#

1. Open the Email domain tab
   Go to White-labelEmail domain. The card is called “Email sending domain”.
2. Fill in the fields
   Enter your sending domain and mailbox. Add a from name and reply-to address if you want them. See the table below.
3. Add the domain
   Click “Add email domain”. You’ll see “Domain added — add the DNS records, then verify”, and the DNS records to add appear.

You can have one sending domain per agency, and a domain can belong to only one agency.

How the From address is formed#

The From address is exactly your “From mailbox”, an @, and your “Sending domain”. We don’t drop a mail. prefix or otherwise change the domain.

For example, with these settings:

your clients receive emails like this:

From:     Acme Voice <[email protected]>
Reply-To: [email protected]

If you want to send from [email protected], enter youragency.com as the sending domain. If you paste a full address on the same domain into “From mailbox”, such as [email protected], we keep only the part before the @.

Add the DNS records#

After you add the domain, the tab shows a table of records under “Add these DNS records at your domain provider. We check them for you:”. Each row has a Type, Name, Value and Status, with a button to copy the value. Status shows “Found” once we can see the record, or “Not found yet”.

The exact records depend on your domain, but you’ll typically see:

• A TXT record for DKIM, which signs your emails so inbox providers can check they’re genuine.
• An MX record on a sending subdomain, which handles bounce and feedback messages.
• A TXT record for SPF on the same subdomain, which lists the servers allowed to send for you.

1. Sign in to your DNS provider
   Open the DNS settings for your domain.
2. Create each record
   For each row, create a record with the same Type, Name and Value. Copy exactly what’s shown. Don’t add quotes or change the Value.
3. Check the Name format
   Some providers add your domain to the end of the Name automatically. If yours does and the Name shown already ends with your domain, leave that ending off so it isn’t added twice.

If the table shows “No records returned yet — try Verify now to refresh.”, click “Verify now” to load them.

Verify the domain#

You don’t need to keep clicking. We check for you:

• While the tab is open, we check every 30 seconds for up to 10 minutes and show when we last checked.
• After that, or if you close the page, we keep re-checking every 10 minutes for 7 days.
• To check right now, click “Verify now”.

When it verifies, the tab shows “Verified — client emails now send from your domain.” If you’re on the page, you’ll also see a confirmation.

From then on, client emails come from your address. Until then, they use the neutral sender.

Change or remove the domain#

To change the From mailbox, From name or Reply-to, click “Edit” on the sending settings, change them and click “Save”. These are sending settings, not DNS, so editing them never affects verification: a verified domain keeps sending without a break.

To use a different domain, remove this one and add the new one:

1. Click the trash icon
   On the domain card, click the trash icon.
2. Confirm
   In “Remove [domain]?”, click “Remove”. Client emails go back to the neutral sender straight away.
3. Add it again
   Add the domain with your new settings. Check the DNS records shown against the ones you already have, update any that differ, and click “Verify”.

Replies from clients#

A few client emails, such as payment failed, payment link and usage alerts, use your agency name as the display name instead of the “Company name” from Branding. Keep the two the same so clients always see one name.

Which emails your clients receive#

The rule is simple: your clients get your brand, and you get Wozena’s. These emails go to your clients with your name, logo and colours, from your sending domain or the neutral sender. Links in them point to your portal address, or your custom domain once it’s verified.

Emails you receive#

Emails to you and your team always come from Wozena. Alerts about your agency go to the Notification email you set on the Brand identity tab. If that’s blank, you only see them in the app.

In-app only

These notifications appear in the app and don’t send an email:

• New lead
• Automation failed
• Invite accepted
• Past-due notices

Troubleshooting#

It keeps saying Not verified yet

• DNS can take a while to spread. We keep checking for 7 days, or click “Verify now” any time.
• Check the Status column: fix any record still marked “Not found yet”.
• Compare each record with the table character by character. Values must match exactly what’s shown.
• Check the Name. If your provider adds your domain to the Name automatically and you pasted the full name, the record ends up with your domain twice. Remove the repeated ending.

The From address isn’t what I expected

The address is your mailbox plus the exact sending domain you entered. Change the mailbox with “Edit”; to use a different domain, remove it and add the new one. See How the From address is formed.

Client replies aren’t reaching me

Click “Edit” on the sending settings and add a Reply-to. Without one, replies go to the From mailbox, which the tab flags for you.

I’m not getting agency alerts

Check the “Notification email” on White-labelBrand identity is filled in and saved with “Save email”.