Sender Domain

By default, the notification emails PrepBusiness sends to you and your clients go out from a shared default sending address. Registering a sender domain sends them from your own domain instead, so your clients see your address in the From line and mailbox providers can verify that the mail really came from you, which improves deliverability.

You will find this under Account Settings, in the Integrations section, on the Emails tab. Only users with the Owner role can register or change a sender domain.

Before You Start

You will need access to the DNS settings for the domain you want to send from. This is usually at your domain registrar, the website where you registered or purchased the domain. If you are not sure who your registrar is, you can look it up at https://lookup.icann.org/lookup

We recommend registering a subdomain, such as mg.yourdomain.com, rather than your main domain. That keeps the records separate from any email you already send from your main domain, while still letting you send as an address on your main domain.

The from address has to be on the domain you register, or on a domain that it is a subdomain of. If you register mg.yourdomain.com, you can send from info@mg.yourdomain.com or info@yourdomain.com, but not from an address on an unrelated domain.

A domain can only be registered by one PrepBusiness account at a time.

Register Your Domain

Navigate to Account Settings, open the Integrations section, and select the Emails tab. The Sender Domain card is at the bottom.
In the Domain field, enter the domain you want to send through, for example mg.yourdomain.com.
In the From Address field, enter the address the emails should come from, for example info@yourdomain.com.
Click Register Domain. The card will show a Pending Verification badge and a table of DNS records.

Publish the DNS Records

The DNS Records table lists everything you need to add at your DNS provider. Each row gives you the record Type, the Name, and the Value, and you can click either the name or the value to copy it.

Log in to your DNS provider and open the DNS settings for your domain.
Add every record in the table exactly as it appears, matching the type, name, and value. Leave the TTL at auto, or 1 hour.
Come back to the Sender Domain card. Each record shows Found once we can see it, and Not Found until then.

We re-check the records for you in the background, so you can leave the page and come back later. The badge changes to Verified on its own once all of the records have propagated. If you want to check straight away, click Check Now.

DNS changes usually propagate within a few minutes, but they can take up to 24 hours. If the records take longer than about an hour to appear, the automatic re-checks stop. Click Check Now once the records are in place and checking will resume.

Your emails keep sending from the default address until the domain is verified, so nothing breaks while you are waiting.

What Your Clients See

Once the domain is verified, notification emails show your company name and your from address in the From line.

Replies are still directed to the Support Email set in your Account Settings, so anything a client sends back reaches your team as it did before. If you want replies to arrive somewhere else, change the Support Email rather than the from address.

Change Your From Address

Edit the From Address field and click Save Address. As long as the new address is still on your registered domain, or on a domain it is a subdomain of, you do not need to publish the DNS records again and the domain stays verified.

Register a Different Domain

Click Register a Different Domain, enter the new domain and from address, and confirm. The new domain replaces the old one and comes with its own set of DNS records to publish. Emails go back to sending from the default address until the new domain is verified, so publish the new records promptly.

Remove a Sender Domain

Click Remove and confirm. Emails stop being sent from your domain and fall back to the default sending address. You can register a sender domain again at any time.

Verification Statuses

Pending Verification means we have not found all of the DNS records yet. Check the table to see which ones are still missing.

Verified means everything is in place and your emails are now sending from your own address.

Failed means the registration could not be completed. This state cannot be retried, so register the domain again to start over.

Troubleshooting

A record stays on Not Found

The most common cause is the record name. Many DNS providers add your domain to the end of whatever you type, so pasting the full name can produce something like mg.yourdomain.com.yourdomain.com. Check how the saved record reads in your provider and remove the duplicated part if it is there. Also confirm the value was pasted in full, since the longer records are easy to truncate.

The domain is already in use

Each domain can only belong to one account. If you get this message and you are not already using the domain elsewhere in PrepBusiness, contact support and we will look into it.

The from address is rejected

The address has to be on the domain you registered, or on a domain it is a subdomain of. An address on an unrelated domain will not be accepted, because mailbox providers would not be able to tie the two together.

Emails are still coming from the default address

Your domain only takes over once it shows the Verified badge. If it is still on Pending Verification, work through the DNS Records table and confirm every row shows Found.

The sender domain controls the address your emails are sent from. It is separate from the custom domain your clients use to log in to the software, which is set up in the Domain Settings section of your Account Settings. Setting up one does not set up the other, and they use different DNS records.