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Configuring Custom Email in Equipme

In this article, you'll learn how to set up Equipme so that the platform sends emails to your employees and customers using your custom company email address. This enhances the user experience, as system invitations and order confirmations will be sent in your name rather than from an @equipme.io address. To ensure these emails are not flagged as spam and are reliably delivered, it's important to correctly configure and validate the sender address. The following steps will guide you through this validation and setup process.

If you have any questions or need assistance, you can always contact us: support@equipme.io.

Important:

  • To use this feature, you need the Equipme license add-on "Advanced Customization.

  • The custom sender email address will be the same for all your customers and cannot be set individually per customer.

Our Email Service Providers

Equipme uses AWS (Amazon Web Services) email services to send the following user account-related notifications (Identity Services):

  • Email/login address confirmation for new user registrations

  • Confirmation of two-factor authentication setup

  • Password reset notifications

  • Notifications for linking a local account with an existing SSO login (e.g., Microsoft Entra ID)

Equipme uses AWS email services to send process-related notifications (e.g., order confirmations, contract notifications).

Both providers ensure high reliability and security in email delivery.

Email Address vs. Email Domain Validation

Email Address Validation: We recommend validating a single email address (e.g., portal@yourdomain.com) for sending emails from Equipme, as this offers higher security. When validating a specific email address, a confirmation email is sent to that address's mailbox. This confirmation email must be forwarded to the designated contact at Equipme to confirm the address. After email confirmation, SPF and DKIM records, as well as the MAIL-FROM domain, need to be configured.

Email Domain Validation: Alternatively, you can validate the entire email domain (e.g., @yourdomain.com). The advantage of domain validation is that no specific email mailbox is required for validation, and the sending address within this domain can be changed at any time without needing to re-validate individual email addresses. However, this approach may pose higher security risks, as emails could potentially be sent from various addresses within the domain if compromised.

Start Setup

To begin the process of validating a single email address or email domain, please fill out the following form.

Once you've submitted the form please wait for us.

We will inform you once you can proceed with the DNS settings described below and assist you with the setup.

Setting Up SPF and DKIM

SPF Record: An SPF record (Sender Policy Framework) includes a list of all servers authorized to send emails from your domain. This record needs to be extended with the includes for AWS:

  • Setting up SPF Record for AWS: AWS uses a specific subdomain for SPF records. You need to create a subdomain for sending emails. Note: This is not the sender email address visible to employees or customers.

    We recommend configuring one of the following subdomains: mail.mydomain.com or no-reply.mydomain.com

    The following entries need to be configured: mail.mydomain.com MX 10 feedback-smtp.eu-central-1.amazonses.commail.mydomain.com TXT v=spf1 include:amazonses.com ~all

    Further information on configuring the MAIL FROM domain: AWS SES MAIL FROM Configuration

DKIM Record: A DKIM record (DomainKeys Identified Mail) contains information that allows email recipients to verify that an email comes from an authorized sender.

  • Setting up DKIM Record for AWS: AWS requires three CNAME records for DKIM authentication. We will provide these entries once you have shared your desired address with us.

    Further information on DKIM configuration with AWS: AWS SES DKIM Configuration

Enhanced Email Security with DMARC

DMARC plays a central role in modern email security by ensuring that emails genuinely come from your company's domain and are not forged. This is important for maintaining recipient trust in your company's communication and protecting your brand reputation.

DMARC is not specific to Equipme, nor is it a requirement for Equipme, but it is a crucial security feature for your entire email infrastructure, and we recommend setting it up regardless of using Equipme.

DMARC protects against potential security risks such as phishing attacks, where attackers might attempt to send fake emails on behalf of your company. By implementing DMARC in conjunction with SPF and DKIM, the risk of such attacks is significantly reduced.

Thus, DMARC also ensures that emails sent through Equipme are authentic and protects both your company and recipients from potential security risks. Therefore, it is advisable to configure DMARC to maximize email security.

Further information on DMARC:

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