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How to Improve Email Deliverability by Authenticating Your Domain with GloveBoxCRM

When you send emails from GloveBoxCRM using your custom domain (e.g., you@youragency.com), recipient mail servers (like those at Google and Microsoft) perform checks to verify that GloveBoxCRM is an authorized sender. By configuring specific settings within your domain's DNS, you effectively provide a digital signature that authenticates your emails as legitimate.

This domain authentication process offers several crucial benefits:

  • Improved Deliverability: Significantly reduces the likelihood of your emails being flagged as spam, ensuring they reach the intended inbox.
  • Brand Protection: Helps prevent unauthorized parties from impersonating your email address, safeguarding your professional reputation.
  • Increased Trust: Your emails are perceived as more credible and professional by both receiving servers and your clients.

GloveBoxCRM offers two distinct paths for domain authentication:

  1. Standard Setup (Recommended): This self-service option provides substantial improvements to your email deliverability.
  2. Advanced Setup (Optional): This method offers the highest level of deliverability assurance and requires a unique record generated by our team.

Standard Setup: Implementing DKIM and DMARC

This setup instructs mailbox providers that emails dispatched by GloveBoxCRM on your behalf are legitimate and carry your authenticated digital signature.

Before You Begin:

  • You will require administrative access to your domain provider's DNS settings (e.g., GoDaddy, Namecheap, Cloudflare, etc.). This is where your domain's records are managed.
  • Please note that DNS changes can take anywhere from a few minutes to up to 48 hours to fully propagate across the internet.

Step 1: Add DKIM Records

DKIM (DomainKeys Identified Mail) acts as a cryptographic signature, verifying that an email has not been tampered with during transit and genuinely originates from your domain. Add the following two CNAME records to your DNS settings.

Type Host / Name Value / Points To
CNAME s1._domainkey.yourdomain.com s1.domainkey.u10837672.wl173.sendgrid.net
CNAME s2._domainkey.yourdomain.com s2.domainkey.u10837672.wl173.sendgrid.net

Important: Replace yourdomain.com with your actual domain name. For instance, if your email address is agent@smithinsurance.com, you would use smithinsurance.com. Be aware that some DNS providers may automatically append your domain name, meaning you might only need to enter s1._domainkey or s2._domainkey into the "Host" or "Name" field. Always double-check for any typos or inadvertent extra spaces when copying these values.

Step 2: Add a DMARC Record

DMARC (Domain-based Message Authentication, Reporting, and Conformance) is a policy that instructs receiving email servers on how to handle messages that fail authentication checks.

Add the following TXT record to your DNS settings.

Type Host / Name Value / Points To
TXT _dmarc.yourdomain.com v=DMARC1; p=none;

Important: A domain must have only one DMARC record. If you already have an existing TXT record beginning with v=DMARC1, please do not create a new one. Your existing DMARC record is sufficient for this step.

Once these records are successfully saved and have propagated, your emails sent from GloveBoxCRM will benefit from enhanced authentication and significantly improved deliverability.

Advanced Setup: Achieving Maximum Deliverability with Sender Authentication

For the most robust and trusted email delivery, we recommend enabling full Sender Authentication. This process incorporates an additional layer of verification (SPF - Sender Policy Framework) that precisely aligns with your domain, which is widely recognized as the highest standard by major email providers like Google and Microsoft.

Implementing this advanced setup requires a unique DNS record specifically generated for your GloveBoxCRM account.

To enable Advanced Sender Authentication: Please contact the GloveBoxCRM support team by emailing support@gloveboxapp.com. In your email, include the subject line "Sender Authentication Request" and clearly state the domain you use for sending emails.

Our team will generate your unique record and provide you with detailed instructions to complete the setup process.

Frequently Asked Questions (FAQ)

Q: What should I use for yourdomain.com?

A: Use the domain portion of your email address. For example, if your email address is jane.doe@bestinsuranceagency.net, your domain is bestinsuranceagency.net.

Q: My DNS provider's interface looks unfamiliar, or I'm unsure where to input these records.

A: DNS provider interfaces vary considerably. Here are some general guidelines that may help:

  • Host/Name/Subdomain Field: For entries like s1._domainkey.yourdomain.com, you typically only need to enter the subdomain portion, such as s1._domainkey. Your provider's system frequently appends your main domain (.yourdomain.com) automatically. The same principle applies to _dmarc.
  • Value/Points To Field: Always copy the exact value provided in our instructions (e.g., s1.domainkey.u10837672.wl173.sendgrid.net or v=DMARC1; p=none;). Do not modify it.
  • TTL (Time To Live): This setting dictates how long other DNS servers cache your information. It is generally safe to leave this at its default value (often 3600 seconds or 1 hour). Should you remain uncertain after reviewing these tips, please consult your DNS provider's help documentation or reach out to our support team for further guidance.

Q: I already have an SPF record. What steps should I take?

A: A domain is permitted to have only one SPF record. If you already possess a TXT record that begins with v=spf1, it is critical that you update this existing record rather than creating a new one. Introducing a second SPF record will lead to severe email delivery problems.

To update your existing SPF record, you will need to incorporate an include statement provided by GloveBoxCRM.

  1. Locate your existing SPF record. It will typically resemble one of these formats: v=spf1 include:spf.protection.outlook.com -all or v=spf1 include:_spf.google.com ~all

  2. Contact GloveBoxCRM support at support@gloveboxapp.com to request your unique SPF include statement. This will be an include: directive specific to your SendGrid configuration (e.g., include:em1605.yourdomain.com).

  3. Merge this include statement into your existing SPF record. It should be placed before the final mechanism (e.g., all or ~all).

    • Example: If your current record is v=spf1 include:spf.protection.outlook.com -all
    • And GloveBoxCRM provides you with include:em1605.yourdomain.com
    • Your new, merged record would be: v=spf1 include:spf.protection.outlook.com include:em1605.yourdomain.com -all

    Ensure there is a single space separating each include: statement.

If you have any uncertainties regarding the proper merging of your SPF record, please do not hesitate to contact our support team at support@gloveboxapp.com for step-by-step assistance. Correctly configuring this record is paramount for reliable email delivery.

Q: How can I check if my DNS records have been successfully updated?

A: After you've added your records, it can take up to 48 hours for these changes to become active across the internet. To confirm your records are live, we recommend waiting the full 48 hours and then using a free online tool such as MXToolbox.com's CNAME Lookup or DKIM Lookup. Simply enter the relevant record name (e.g., s1._domainkey.yourdomain.com) to see its current status. If your records are still not displaying correctly after 48 hours, please contact our support team at support@gloveboxapp.com for troubleshooting assistance.