How do I set up a sending domain for emails?

Setting up a dedicated sending domain is an important step to make sure your emails actually reach your clients and caregivers — and don't end up in their spam folder. This is a required setup step for anyone sending emails through CareFunnels.

When you send emails from CareFunnels without a dedicated domain, they're sent from a generic shared address — which email providers like Gmail and Outlook are more likely to flag as spam. Connecting your own domain tells email providers that your messages are legitimate, which means better deliverability and more emails landing in the inbox.

Settings → Email Services → Dedicated Domain and IP → Add Domain

You'll need access to your domain's DNS settings — this is usually managed through wherever you bought your domain (like GoDaddy, Namecheap, Cloudflare, Google Domains, etc.). If someone else manages your website or domain, loop them in before starting.

Don't manage your own DNS? You may need to go through someone else — like a web administrator or IT contact — to add the DNS records. Simply share the records CareFunnels provides with that person and ask them to add them. If that's not an option, you can purchase a separate domain just for email sending (for example, youragencyname-servicearea.com) and use that instead. Reach out to your CareFunnels account manager if you need guidance.

Step 1 — Add your domain in CareFunnels

1. From the left-hand menu, click Settings.

2. In the left sidebar, click Email Services.

3. Click Dedicated Domain and IP.

4. Click Add Domain.

5. Enter your domain name in the field provided. Use a subdomain format — for example, mail.youragency.com — rather than your root domain. This is the recommended approach as it allows emails to be sent from your main domain (like you@youragency.com) while keeping DNS records organized.

6. Click Add & Verify to continue.

Use the Auto-Configure DNS button if your domain provider supports it — CareFunnels may be able to add the DNS records automatically without you having to do it manually.

Step 2 — Add the DNS records to your domain provider

CareFunnels will show you a list of DNS records that need to be added to your domain. These typically include:

• TXT records — for SPF and DKIM verification (proves your emails are authorized to send from your domain)

• CNAME record — for email tracking

• MX records — for email routing

• DMARC record — an extra layer of protection against email spoofing

For each record, CareFunnels will give you the exact Type, Hostname, and Value to enter. Copy each one carefully and add them in your domain provider's DNS settings.

Not sure how to add DNS records? Log in to wherever you manage your domain (GoDaddy, Namecheap, Cloudflare, etc.) and look for a section called DNS, DNS Management, or Name Servers. If you're unsure, your domain provider's support team can walk you through it — or forward this article to your web developer.

Step 3 — Verify your domain

1. Once you've added all the DNS records, go back to CareFunnels.

2. Click Verify Domain.

3. If all records are correctly set up, each one will show a Verified status in green.

4. Once all records are verified, your sending domain is active.

Note: DNS changes can take anywhere from a few minutes to 24 hours to fully propagate. If verification fails right away, wait an hour and try again.

When you first start sending emails through your new domain, email providers will begin building a reputation score for it. For the first 2–4 weeks, it's best to:

• Send emails only to contacts who are likely to engage (open or reply)

• Avoid sending large bulk email blasts right away

• Gradually increase your sending volume over time

Starting with high-volume sends on a brand new domain can hurt your sending reputation before it's even established.

Why should I use a subdomain instead of my root domain? Using a subdomain like mail.youragency.com keeps your DNS records organized and protects your main domain's reputation. If something goes wrong with email sending, it won't affect your main website domain.

How do I know if my domain is verified correctly? Go back to Settings → Email Services → Dedicated Domain and IP and check the status of your domain. All records should show Verified in green. If any show as unverified, double-check that the record was entered exactly as shown — even a small typo will cause it to fail.

My verification is failing. What should I try?

• Make sure all records were entered exactly as shown — including capitalization and spacing

• Wait up to 24 hours for DNS changes to propagate and try verifying again

• Check with your domain provider to confirm the records were saved correctly

• If you're still stuck, reach out via the Support chat or email support@carefunnels.com

Do I need to do this for text messages too? No — this setup is for email only. Text message deliverability is handled separately through A2P 10DLC registration. Reach out to your CareFunnels account manager if you have questions about SMS compliance.