2.5.5.1 Setup Email Address

The Email feature in AgencyHandy allows agencies to configure email settings for their workspace. This includes setting up email addresses from which clients will receive emails and defining the sender name and email.

Purpose:

Setting up workspace email configuration is crucial for the following reasons:

  • Branding: Configuring sender names and email allows agencies to maintain brand consistency in their email communications with clients, reinforcing brand identity.

  • Professionalism: Providing a personalized sender name and email enhances the professionalism of email communications, building trust and credibility with clients.

  • Client Engagement: Using recognizable sender information increases the likelihood of clients engaging with and responding to emails, leading to improved communication and collaboration.

Pre-condition to Use the Feature:

  • Users must have administrative access to the AgencyHandy workspace to configure email settings.

  • Users must set up DKIM & DMARC records on the DNS server.

(to know how to setup DKIM & DMARC records, click here)

Steps to Use:

  • Choose a Domain Name: The first step is to select a domain name for your email address. This could be your personal name, business name, or anything else you prefer. Ensure that the domain name is available for registration.

  • Register the Domain: Once you've decided on a domain name, you'll need to register it with a domain registrar. Numerous domain registrars are available online to purchase and manage domain names. Popular registrars include GoDaddy, Namecheap, and Cloudflare Domains. (For the documentation purpose, we have selected Cloudflare)

  • Select an Email Hosting Provider: After registering your domain name, you'll need to choose an email hosting provider. Several options are available, including Google Workspace (formerly G Suite), Microsoft 365, Zoho Mail, Cloudflare, etc. Pro Tip: When selecting a provider, consider pricing, features, and ease of use factors.

  • Sign Up for Email Hosting: Once you've chosen an email hosting provider, sign up for an account. You'll typically need to provide your domain name during the signup process. Follow the provider's instructions to set up your account and configure your email settings.

  • Access Workspace Settings: Log in to AgencyHandy and navigate the workspace settings section.

  • Navigate to Email Settings: Look for the option related to Email Configuration or Email Settings named "Email Setup" within the workspace settings menu.

  • Set Sender Name & Email: Enter the desired sender name in the provided field. The name should accurately represent the agency or sender's identity. Enter the sender's custom email address. Ensure the address is valid and associated with the agency or sender domain. Click the Save button.

  • Verify Email: A verification link will be sent to your custom domain email. Click it to verify.

  • Configure DNS Settings: To ensure that your custom email addresses work correctly, you'll need to configure your domain's Domain Name System (DNS) settings. This typically involves adding MX (Mail Exchange), DKIM (DomainKeys Identified Mail), and DMARC (Domain-based Message Authentication, Reporting & Conformance) records to your domain's DNS settings, which specify the mail servers responsible for receiving email for your domain. AgencyHandy will provide you with the necessary MX, DKIM, and DMARC records and instructions for configuring them. (Click here to learn how to setup DNS for your custom mail)

  • Email Status: Once the sender name and email are configured, save the changes to apply the settings. At first, the status will be "Pending."

  • After the DKIM and DMARC records are successfully set and saved, a green tick will appear, indicating that the email has been successfully set up and is ready.

Your Custom email is set and ready to go.

Pro Tip: Set up DKIM and DMARC first, then your custom email. It will smooth the process.

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