Email sending

Email that Gabriel sends on your company’s behalf, from automations and list emails, goes out from your own domain, such as sales@yourcompany.com. Email sending is where you set that up: the domain, the from address, the footer the law requires, and the hour automated email goes out.

Go to Settings > Email sending. You need the Manage organization settings permission, which admins have.

Email a rep sends from a record or the Inbox isn’t affected. It goes from their own connected mailbox. See Email & Calendar.

The banner at the top tells you where you stand. Automations cannot send email yet names what’s missing. Once everything is set it reads Automations can send email from your address.

Add your sending domain

You’ll need access to your domain’s DNS settings, usually at the company you bought the domain from or your IT provider.

Under Sending domain, enter your Domain, such as yourcompany.com. Enter the domain only, not a web address or an email address.
Click Add domain. A table of DNS records appears.
Sign in to your DNS provider and add each record exactly as shown: the Type, Name and Value.
Back in Gabriel, click Check DNS.

When the records are found, the domain shows Verified and each record’s Status shows verified. If not, wait and click Check DNS again. It usually takes minutes and can take up to 48 hours.

Under From and reply-to, fill in:
- From name: what recipients see in their inbox, such as your company name.
- From address: must end in @ and your sending domain, such as sales@yourcompany.com. Left blank, the Default From Address on Company is used.
- Reply-to: leave it blank and replies go to whoever owns the record. Or enter one address for every reply.
- Send emails at: the hour, in your company’s time zone, when every wait in an automation ends. It starts at your company’s business-hours start, or 9:00.
Under Footer, fill in:
- Physical address: your company’s postal address. It’s required. It’s the same setting as Physical Address on Settings > Company.
- Footer line: optional text above the address, such as why the person is hearing from you.
Click Save changes.

Send a test

Under Send a test, enter an address in Send to.
Click Send test.

The test goes through the same sender your automations use, so if it arrives, automated email will too. Save your changes first: the button stays off until you do.

How it works

Nothing sends until setup is complete. Gabriel needs a verified domain, a from address on that domain, and a physical address. Until then, an automation with an email step can’t be turned on, and list emails explain what’s missing.
Every email carries a footer. It has your footer line, your company name and postal address, your company phone and website from Settings > Company, and an Unsubscribe link.
Your logo and color appear on every email. They come from Branding.
Some fields are shared with other pages. Physical address and Reply-to are the same settings as Physical Address and Reply-To Address on Settings > Company, and Footer line is the same as Footer text on the Branding tab. Change one and the other changes too.
Unsubscribes, bounces and spam complaints are handled for you. Someone who unsubscribes or marks your email as spam isn’t emailed by automations again. An address that hard-bounces is marked so it isn’t emailed again.
Disconnecting your domain stops all automated email until you add it again and it’s verified.

Deliverability in plain words

Mail providers such as Gmail and Outlook decide whether your email reaches the inbox. They check that the email really comes from you, and they watch how people react to it.

SPF is a DNS record that lists who may send email for your domain.
DKIM is a digital signature on each email. It proves the email came from your domain and wasn’t changed on the way.
DMARC is a DNS record that tells mail providers what to do with email that fails those checks, and where to send reports about it.

The records Gabriel gives you set up SPF and DKIM for your sending. DMARC is a single record for your whole domain, which your IT provider sets.

Best practices

Admins: set up email sending before anyone builds an automation. An automation with an email step can’t be turned on until setup is complete, and DNS can take up to 48 hours to verify.
Consider a sending subdomain. Add a domain such as mail.yourcompany.com instead of yourcompany.com. If automated email ever hurts the subdomain’s reputation, your reps’ everyday email from yourcompany.com isn’t affected. The from address then ends in @mail.yourcompany.com.
Use a real person’s or team’s reply-to, or leave it blank. Blank sends replies to the record owner, so the rep who owns the relationship sees them. Never use a no-reply address: replies are your best signal of interest.
Ask your IT provider to add a DMARC record. Gmail and Yahoo expect one from anyone sending in volume. Start with a monitoring-only policy, then tighten it once reports show only your own mail.
Warm up a new domain. Start with small sends to your most engaged contacts and grow the volume over two to four weeks. A brand-new domain that sends thousands of emails on day one looks like spam.
Set Send emails at to the start of your prospects’ workday. Email that lands at 9:00 sits near the top of the inbox. One that arrives at 3:00 is buried by morning.
Keep your lists clean. Bounces and spam complaints hurt your domain’s reputation. Send only to people who expect to hear from you, and remove contacts who never engage.
Send a test after any change. It confirms the domain, from address and footer together, before a real automation sends.

Troubleshooting

“DNS has not propagated yet. It can take up to 48 hours.” The records aren’t visible yet. Check each one matches the table exactly, with no extra spaces or quotation marks. Some DNS providers add your domain to the Name for you, so enter only the part before your domain. Then click Check DNS again later.

“The “from” address is not on” your domain. Change the From address so it ends in @ and your sending domain.

“No physical address has been set for the email footer” Enter your company’s postal address under Footer and click Save changes.

Send test is greyed out. Finish setup so the banner shows Automations can send email from, and save any unsaved changes.

Automated email lands in spam. Make sure the domain shows Verified, add a DMARC record, and send less until your domain builds a reputation.