Send email with custom domain

With a premium plan, you can send form invitations and notifications using your company email. These ensure that your sent emails are trustworthy and genuine.

To use this feature, you can choose to either verfiy your Email Address or your Email Domain. See the difference below:

Email address verification

• Verify a specific address for sending form invitations, check the Configure email address section.

• Verify a specific address for form notification, check the Configure form notifications section.

Verify this email only works on paid plans only, not on the free plan or during the free trial. Only a limited number of verification emails can be sent per address and per team in a given time; if the verification email cannot be sent, try again later.

Email domain verification

Before you begin

Before you start setting up a custom email domain for your forms, make sure you have the following:

• A domain name: Get your domain name through a domain registrar, such as GoDaddy, Namecheap, Google Domains, and more.

• Access to your domain’s DNS records: This is essential for making necessary changes and linking your custom domain to your forms. Follow the steps below to complete these actions.

Verify email domain

Email Domain Verification opens only for the Team Admin and members with Team member management access. Other members get a page where they can request access from the admin.

1. On the Dashboard, click your Team Name at the top of the left navigation.

   

2. In the expanded menu, select Email Domain Verification.

   

3. Enter the desired domain name and click Verify Domain.

   

4. On the Outgoing Email page, in the DKIM and SPF cards (and optionally Custom MAIL FROM Domain):

   

   • Copy the three DKIM names and values to your domain DNS Records. DKIM is required: as soon as it is verified, every address on the domain can be used as Email From.
   • Copy the SPF value to your domain DNS Records. SPF is recommended for delivery but not required to send. A domain may have only one SPF record: if your domain already has one, the page says Replace your existing SPF record with and shows a merged record. Edit your existing record; never add a second one.
   • The Custom MAIL FROM Domain card (one MX record) is optional.
     
   Note

   To copy the SPF and DKIM names and values:

   1. Log in to your domain account.
   2. Look for DNS settings or domain management.

   Ask the registrar’s support team for help if needed.

5. After setting up your DKIM and SPF records correctly, PlatoForms will check and verify your settings. The domain is checked every hour for 72 hours after you add it, and whenever you open the page or click Test Settings to see the verification results.

   Note

   The verification process may take a few minutes to a few hours.

   Once your records are successfully verified, their status changes from Pending to Verified.

   

Set up verified domain

Once your email domain is verified, follow these steps:

1. On the Dashboard, click your Team Name at the top of the left navigation.

   

2. In the expanded menu, select Form Default Settings.

   

3. Switch to the Invitation Settings tab, enter a desired sender name and email for your verified domain, and click Save.

   

   This is the team’s default sender for invitations. An invitation whose own Email From is empty uses it when it is sent; nothing is copied into the invitation. This setting applies to all team members.

4. For notification emails, set the team’s default sender separately on the Notifications tab of Form Default Settings. A form whose own Email From is empty uses that default at send time.

Video tutorial

This step-by-step tutorial covers the steps on this page: verifying your email address or domain, then setting up the verified domain.