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Setting Up Custom Email

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Setting Up Custom Email

When equipme sends emails to your employees and customers, you want them to see your company's email address as the sender, not a generic @equipme.io address. This guide shows you how to configure custom email sending so that order confirmations, login links, and system notifications all come from your domain.

Using your own email address isn't just about branding. It builds trust with recipients and ensures your emails land in inboxes instead of spam folders. The key is properly validating your sender address with the right DNS records.

What You'll Need

  • The "Advanced Customization" add-on license for equipme Pro

  • Access to your DNS provider

  • An email address you want to send from (like portal@your-company.com or no-reply@your-company.com)

  • About 20 to 30 minutes

Heads up: Your sender email will be the same for all customers. You can't set different sender addresses per customer.

How equipme Sends Emails

equipme uses AWS (Amazon Web Services) to send two types of emails:

Account related stuff:

  • Email confirmation when someone signs up

  • Two factor authentication setup

  • Password reset links

  • Account linking notifications (like connecting with Microsoft)

Process related stuff:

  • Order confirmations

  • Contract notifications

  • Status updates

Both go through AWS's infrastructure, which means they're reliable and secure. But to make sure they actually land in inboxes (not spam folders), you need to validate your sender address properly.

Single Email vs. Whole Domain

You have two options for validation, and each has trade-offs:

Option 1: Validate a Single Email Address (Recommended)

Example: portal@your-company.com

How it works: We send a confirmation email to that address. You forward it to us. We validate it. Done.

Pros:

  • More secure because only that specific address can send emails

  • Simpler to manage

Cons:

  • If you want to change the sender address later, you'll need to re-validate

Best for: Most companies. It's the safer choice.

Option 2: Validate Your Entire Domain

Example: @your-company.com

How it works: You configure DNS records. Any address on your domain can send.

Pros:

  • No mailbox needed for validation

  • Can change sender addresses anytime without re-validating

  • More flexible

Cons:

  • Slightly less secure because if compromised, any address on your domain could potentially send

  • Requires more careful DNS configuration

Best for: Companies that need flexibility or don't want to manage a specific mailbox.

Getting Started

First things first: fill out our setup form with your chosen email address or domain.

[Link to your form would go here]

Once you submit it, wait for us to confirm. We'll review your request and send you the specific DNS records you need to configure. Don't jump ahead and start creating DNS records yet because we need to generate them for your specific setup first.

The DNS Setup (After We Confirm)

Once we give you the green light, you'll need to configure three things in your DNS: SPF, DKIM, and optionally (but highly recommended) DMARC.

SPF Record: Proving Your Servers

SPF (Sender Policy Framework) tells the world which servers are allowed to send emails from your domain. You'll add AWS's servers to your existing SPF record.

What you'll configure:

First, you need to pick a subdomain for the technical sending process. This isn't what people see. It's behind the scenes. We recommend:

  • mail.your-company.com, or

  • no-reply.your-company.com

Then you'll create two records:

What this does: The MX record handles bounce notifications. The TXT record tells email servers "yes, AWS is allowed to send emails for this domain."

Need more details? Check out AWS's MAIL FROM configuration guide.

DKIM Record: Signing Your Emails

DKIM (DomainKeys Identified Mail) is like a digital signature that proves your emails haven't been tampered with and really came from you.

What you'll configure:

AWS requires three CNAME records for DKIM. We'll give you these specific records after you tell us your email address because they're unique to your setup.

They'll look something like:

Just copy and paste what we send you into your DNS provider.

More info: AWS's DKIM configuration guide.

DMARC: The Security Upgrade (Highly Recommended)

DMARC ties SPF and DKIM together and tells email servers what to do if an email fails validation. This isn't required for equipme specifically, but it's crucial for your overall email security.

Why you should set this up:

  • Protects your brand from phishing attacks

  • Prevents scammers from sending fake emails pretending to be you

  • Improves email deliverability across the board

  • Shows recipients you take security seriously

What you'll configure:

A single TXT record for your domain:

This tells email servers: "If an email fails SPF or DKIM checks, treat it as suspicious and send me reports about it."

DMARC protects all your email, not just equipme. Once it's set up, your entire domain is more secure. It's worth doing even if you weren't using equipme.

Want to learn more? Check out:

The Full Process, Step by Step

Here's how the whole thing flows:

  1. Decide which approach you want (single email or whole domain)

  2. Fill out our setup form with your chosen email or domain

  3. Wait for our confirmation (we'll send you the specific DNS records)

  4. Log into your DNS provider

  5. Create the SPF records (MX and TXT for your mail subdomain)

  6. Create the DKIM records (three CNAMEs we provide)

  7. Set up DMARC (one TXT record, highly recommended)

  8. Let us know you're done so we can verify everything

  9. Test it by sending a test email through equipme

The DNS changes take 15 to 30 minutes to propagate (sometimes up to 48 hours), so don't panic if it doesn't work immediately.

Common Issues

"SPF record too long" or "too many lookups"

If you already have a complex SPF record with multiple includes, adding AWS might push you over the 10 lookup limit.

Fix it: You might need to flatten your SPF record or use an SPF flattening service. Contact your email administrator because they'll know what to do.

DKIM records not validating

Usually means:

  • You copied the CNAME values incorrectly (easy to do because they're long)

  • DNS hasn't propagated yet

  • You created TXT records instead of CNAME records

Fix it: Double check what we sent you matches what's in your DNS exactly. Use a DNS checker tool to verify.

Emails still going to spam

Even with everything configured, spam filters are complex. But if SPF, DKIM, and DMARC are all set up correctly, deliverability improves significantly.

Other factors that affect deliverability:

  • Your domain's reputation (if it's new, it takes time)

  • Email content (certain words trigger filters)

  • Recipient's server settings (some are just strict)

  • Volume of emails (sudden spikes look suspicious)

Pro Tips

  • Use a dedicated subdomain for sending: Something like mail.your-company.com keeps things organized and makes troubleshooting easier

  • Monitor your DMARC reports: They'll tell you if someone's trying to spoof your domain

  • Don't skip DMARC: Seriously, it's worth the extra 5 minutes

  • Test before announcing: Send a few test emails to different providers (Gmail, Outlook, etc.) to make sure everything works

  • Keep records of your DNS settings: Take screenshots or save the values somewhere safe

What's Next?

With custom email configured, your equipme communications look professional and trustworthy. Your customers see your brand in every interaction.

From here, you might want to explore:

  • White labeling the interface with your colors and logo

  • Setting up SSO (Single Sign On) for seamless authentication

  • Configuring automated workflows for your specific business processes

Quick Reference

DNS Record Types:

  • MX: Mail exchanger, where bounce notifications go

  • TXT: Text record, holds SPF and DMARC policies

  • CNAME: Alias, used for DKIM authentication

Email Authentication Methods:

  • SPF: Lists which servers can send email for your domain

  • DKIM: Cryptographically signs emails to prove authenticity

  • DMARC: Tells servers what to do when SPF or DKIM fail

Recommended Sending Subdomains:

  • mail.your-company.com

  • no-reply.your-company.com

  • portal.your-company.com

AWS Documentation:

Need Help?

If you have questions or get stuck at any point, reach out to us at support@equipme.io. We're here to help you get everything set up smoothly.

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