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AgencyHandy’s email setup lets you replace the default noreply@agencyhandy.com sender with your own branded email address, configure a dedicated SMTP server for reliable delivery, and customize the templates used for client notifications, invoices, proposals, and more. Setting this up properly ensures your emails reach clients’ inboxes — not their spam folders — and that every message reflects your agency’s identity.
Only Super Admins and Admins can configure email settings. Navigate to Workspace Config → Email Setup to access these options.

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Overview of Email Setup Components

Custom Email Address

Set the sender name and email address that clients see when they receive messages from your workspace.

DKIM & SPF Records

Add DNS authentication records to prove your emails are legitimate and prevent them from being flagged as spam.

SMTP Server

Connect your own mail server (e.g., Gmail, Outlook, or a custom domain server) to send all outgoing emails from AgencyHandy.

Email Templates

Customize the content, subject lines, and branding for every automated email AgencyHandy sends to clients.

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Part 1: Set Up a Custom Email Address

Before configuring your sender email, you need a registered domain with email hosting. Popular providers include Google Workspace, Microsoft 365, Zoho Mail, and Cloudflare Email Routing.
1

Register a domain and set up email hosting

If you haven’t already, register a domain with a registrar (e.g., GoDaddy, Namecheap, Cloudflare) and sign up for an email hosting provider. Make sure you can create and manage email addresses on that domain (e.g., hello@youragency.com).
2

Navigate to Email Setup in AgencyHandy

Log in to AgencyHandy. Go to Workspace Config in the left navigation, then click Email Setup.
3

Enter your sender name and email

In the Sender Name field, type the name clients will see as the sender (e.g., AgencyHandy Support or your agency’s name). In the Sender Email field, enter the custom email address (e.g., hello@youragency.com). Click Save.
4

Verify your email address

AgencyHandy sends a verification link to the email address you entered. Open your email inbox, find the verification message, and click the link to confirm ownership.
5

Configure DKIM, SPF, and DMARC DNS records

After saving your sender email, AgencyHandy provides you with the DNS records you need to add:
  • SPF record (TXT type) — authorizes AgencyHandy to send emails on behalf of your domain.
  • DKIM records (3 CNAME records) — add cryptographic signatures to outgoing emails so receiving servers can verify authenticity.
  • DMARC record — defines how recipient servers should handle emails that fail authentication checks.
Add all of these records to your domain’s DNS settings at your registrar. For DKIM CNAME records, make sure Proxy Status is disabled if you use Cloudflare.
6

Confirm active status

Return to the Email Setup page in AgencyHandy. Once all DNS records have propagated (this can take between 2 minutes and 2 hours), the email status updates from Pending to show a green checkmark ✅. Your custom email is now active.
Use MXToolbox or dmarcian’s DKIM Validator to verify your DKIM records are correctly configured. Refresh the Email Setup page periodically while waiting for propagation.

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Part 2: Configure DKIM & SPF (Standalone Setup)

If you need to generate or regenerate DKIM and SPF records independently, follow this path: Workspace Config → Emails → DKIM & SPF Setup → Generate DKIM and SPF records. Then add the records to your DNS:
DKIM and SPF records can take anywhere from 2 minutes to 2 hours to propagate. If the status still shows pending after 2 hours, verify that the records were entered without typos and that no conflicting records exist.

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Part 3: Set Up SMTP

SMTP (Simple Mail Transfer Protocol) lets you route all outgoing AgencyHandy emails through your own verified mail server, giving you more control over deliverability and branding.
You can use either a Custom Domain Email or an SMTP Email Provider — not both simultaneously. Switching between them is possible at any time, but you will need to re-enter your email configuration when switching back to a custom email.
1

Open SMTP Server settings

Go to Workspace Config → Email Setup, then click SMTP Server.
2

Switch to SMTP Provider (if needed)

If you already have a custom email configured, a confirmation popup appears asking if you want to switch. Click Switch to SMTP to proceed. This disables the existing custom email setup.
3

Enter your SMTP credentials

Fill in the required fields:Click Save when done.
4

Generate an app password (Gmail example)

If you’re using Gmail with 2-Factor Authentication enabled (required for app passwords):
  1. Go to myaccount.google.com/security and confirm 2-Step Verification is active.
  2. Visit myaccount.google.com/apppasswords.
  3. Click Select app, choose Mail (or enter a custom name), then click Select device and choose your setup.
  4. Click Create — Google generates a 16-character app password.
  5. Copy the password and paste it into the Password field in AgencyHandy’s SMTP settings.
Use the app password, not your regular Google account password. Using your regular password will fail if 2FA is enabled and may trigger security alerts.
5

Confirm the setup

After saving, AgencyHandy displays a success message confirming “SMTP is created successfully.” Your saved host, username, and port details appear on the SMTP settings page.
6

Test the SMTP connection

Click the Test button and enter a recipient email address. AgencyHandy sends a test email to that address. Check the inbox for the confirmation message: “This is a confirmation that your email setup in Agency Handy is working properly.”
Only one SMTP configuration can be active per workspace at a time. Once SMTP is configured, all outgoing emails from AgencyHandy — invoices, proposals, task notifications — will be sent through your SMTP server.

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Part 4: Customize Email Templates

AgencyHandy includes pre-built templates for every automated email it sends. You can customize each one to match your brand tone and include relevant dynamic content. Available templates include:
  • Client Sign-up
  • Send Proposal
  • Task Review
  • Send Invoice
  • Invoice & Subscription Reminders
  • Ticket Creation Notifications
1

Open Email Templates

Go to Workspace Config → Emails, then select Email Template from the submenu.
2

Select a template to edit

The full list of available templates is displayed. Click any template to open its configuration page.
3

Customize the template fields

Update the following as needed:
  • Sender Email: Choose which configured email address sends this template.
  • Subject: Write a clear, concise subject line.
  • Body: Edit the message content to match your agency’s tone and messaging.
  • Dynamic Variables: Insert placeholders like {{client_name}}, {{company_name}}, or {{invoice_id}} to auto-populate client-specific data.
  • Social Media Links: Add links to your agency’s social profiles to encourage engagement.
4

Send a test email

Click Send Test to send a preview of the template to your inbox. Verify the formatting, content, and that all dynamic variables resolve correctly.
5

Save your changes

Click Save Changes to apply the updated template. The new version will be used for all future automated emails matching that template type.

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Important Notes

  • SMTP and custom email are mutually exclusive. Only one method can be active at a time per workspace.
  • Re-enter email on switch. If you switch from SMTP back to a custom email setup, you must re-enter your custom email credentials.
  • Incorrect SMTP credentials block all outgoing emails. Double-check your hostname, port, username, and password if emails stop sending after an SMTP change.
  • DKIM/SPF propagation takes time. Wait up to 2 hours and refresh the Email Setup page before concluding there is an error.
  • Dynamic variables are case-sensitive. Use them exactly as shown in the template editor to ensure they populate correctly.