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The HoopAI Platform lets you send emails through your own SMTP provider or a dedicated sending domain for full control over deliverability, sender reputation, and branding.

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Connecting an email service

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Supported integrations

Gmail / Google Workspace

Connect Gmail for two-way email sync and sending. Supports OAuth authentication.

Outlook / Microsoft 365

Two-way email sync for Outlook with Microsoft 365 accounts.

SendGrid

Connect SendGrid as your SMTP service for reliable bulk sending.

Mailgun

Connect Mailgun for transactional and marketing email delivery. See the Mailgun setup guide.

Custom SMTP

Connect any third-party SMTP service with your server credentials.

Dedicated sending domain

Set up a subdomain dedicated to sending email from the HoopAI Platform.

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Adding a third-party SMTP account

1

Go to email services

Navigate to Settings > Email Services and click Add Service.
2

Select your provider

Choose Gmail, Outlook, SendGrid, Mailgun, or Custom SMTP.
3

Enter credentials

Provide the SMTP host, port, username, and password (or OAuth for Gmail/Outlook).
4

Send a test email

Use the Test Email button to verify the connection is working correctly.

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Dedicated sending domain

A dedicated sending domain (e.g., mail.yourdomain.com) gives your emails their own sending reputation, separate from shared infrastructure.
1

Add your domain

Navigate to Settings > Email Services > Dedicated Domain and enter the subdomain you want to use.
2

Add DNS records

The platform will display the DNS records you need to add to your domain registrar:
  • MX record — for receiving bounces and replies
  • SPF record — authenticates your sending domain
  • DKIM record — adds a cryptographic signature to your emails
  • DMARC record — sets policy for failed authentication
3

Verify the domain

After adding DNS records, click Verify in the platform. DNS propagation can take up to 48 hours.
4

Set as default

Once verified, set the dedicated domain as your default sending service.

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Email authentication

Proper authentication is essential for inbox delivery.

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SPF (Sender Policy Framework)

Tells receiving mail servers which IP addresses are authorized to send email for your domain. Add an SPF record to your DNS.

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DKIM (DomainKeys Identified Mail)

Adds a cryptographic signature to outgoing emails so recipients can verify they haven’t been tampered with. The platform generates your DKIM keys.

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DMARC (Domain-based Message Authentication)

Sets a policy for what happens when emails fail SPF or DKIM checks. Recommended minimum policy: p=none (monitoring mode) to start, then tighten to p=quarantine or p=reject.
Meeting Google and Yahoo’s email sender requirements (2024) requires SPF, DKIM, and DMARC to be configured for domains sending more than 5,000 emails per day.

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SSL certificate for dedicated domains

Once your dedicated sending domain is verified, an SSL certificate is automatically provisioned to enable secure email transmission.

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Forwarding address and BCC

  • Forwarding address — set a forwarding address to receive a copy of all inbound replies
  • BCC — automatically BCC a specific address on all outgoing emails for audit or compliance purposes

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Custom reply address

Set a custom Reply-To address so that when recipients reply to your emails, their replies go to a different address than the From address.

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Masking sender emails

Configure a From Name and From Address that differs from your actual sending account — useful for sending on behalf of team members or client brands.

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Two-way email sync

Connects your Gmail inbox so that emails sent and received through Gmail also appear in your CRM conversation threads.
Same as Gmail sync but for Microsoft Outlook / 365 accounts.

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Troubleshooting

If your test email fails, check that your SMTP credentials are correct and that your provider allows SMTP authentication. Some providers require an app password rather than your regular login password.
Common Gmail delivery errors include authentication failures (550-5.7.26) and rate limits. Refer to the Error Codes Library for Gmail in the platform help articles.
Outlook blocks emails from IPs with poor reputations. Check your sending IP’s reputation and ensure SPF/DKIM are correctly configured.
Check SPF, DKIM, and DMARC records. Ensure you are sending to opted-in contacts, include an unsubscribe link, and avoid spam trigger words in subject lines.
The platform logs bounce events from your sending service. Hard bounces (permanent failures) should be removed from your list. Soft bounces (temporary failures) are retried automatically.
If your RSS feed block is rendering HTML tags as literal text, ensure your RSS feed outputs plain text or properly encoded HTML.

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Microsoft SNDS integration

Connect Microsoft SNDS (Smart Network Data Services) to monitor your sending IP’s reputation as seen by Microsoft/Outlook. This helps you identify delivery issues before they affect your campaigns.

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Google Postmaster Tools integration

Link your Google Postmaster Tools account to see your domain reputation, spam rate, and feedback loop data as seen by Gmail directly in the HoopAI Platform dashboard.

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Dedicated IP guide

For high-volume senders, a dedicated IP address gives you exclusive control over your sending reputation. Contact support to set up a dedicated IP for your account.

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Understanding email verification

Email verification checks whether an address is valid and likely to receive email before you send to it. Use the verification tool to clean your list and reduce bounce rates.
Last modified on March 4, 2026