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Email Sending Setup
Sequences

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, we need to prove to email providers (Gmail, Outlook, etc.) that Orbit AI is authorized to send on behalf of yourcompany.com. This is done by adding DNS records to your domain. 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)

Step 1: Add Your Domain

  1. 1

    Go to Settings > Email Sending

    Navigate to Settings in the dashboard sidebar, then click the "Email Sending" tab.

  2. 2

    Click "Add Domain"

    Enter your root domain (e.g., yourcompany.com). Do not include a subdomain like mail.yourcompany.com.

  3. 3

    View DNS records

    After adding the domain, the DNS setup wizard will appear showing all the records you need to add.

1

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

TXT

Name

yourcompany.com

Value

v=spf1 include:mailgun.org ~all

If you already have an SPF record, add include:mailgun.org before the ~all instead of creating a new record.

2

DKIM Records

DKIM (DomainKeys Identified Mail) adds a cryptographic signature to each email, proving it hasn't been tampered with in transit. The exact record names and values are unique to your domain and shown in the setup wizard. You'll typically need to add two TXT records.

Copy from the wizard

DKIM record values are long and unique to your domain. Always copy them from the setup wizard in Settings > Email Sending rather than typing them manually.

3

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

CNAME

Name

email.yourcompany.com

Value

mailgun.org

This ensures that tracking pixel and click-through URLs use your own domain, which email providers trust more.

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.

4

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.

Type

TXT

Name

_dmarc.yourcompany.com

Value

v=DMARC1; p=none;

If you already have a DMARC record, no changes are needed. The setup wizard will show a green check if one is found.

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.

SPF + DKIM verifiedRequired

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:

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

Make sure you added "include:mailgun.org" to your existing SPF record rather than creating a duplicate. Only one SPF record is allowed per domain.

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

Ensure the CNAME record points to mailgun.org (not a URL with https://). Some DNS providers add a trailing dot automatically — this is normal.

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.

Next Steps

Sequences Guide

Build your first email sequence

Contacts

Manage the contacts you enroll

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Email Sending Domain Setup | Orbit AI | Orbit AI