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DNS record configuration
Setting up a dedicated email domain requires adding three types of DNS records to your domain registrar. All three are necessary for reliable email delivery.SPF (Sender Policy Framework)
SPF tells email providers which servers are authorized to send email on behalf of your domain.| Record type | Host/Name | Value |
|---|---|---|
| TXT | @ or your domain | v=spf1 include:_spf.hoopai.com ~all |
If you already have an SPF record for your domain, do not create a second one. Instead, add
include:_spf.hoopai.com to your existing record before the ~all or -all directive.DKIM (DomainKeys Identified Mail)
DKIM adds a digital signature to your outgoing emails so recipients can verify the message was not altered in transit.| Record type | Host/Name | Value |
|---|---|---|
| CNAME | Provided by Hoop (e.g., hoop._domainkey) | Provided by Hoop (e.g., dkim.hoopai.com) |
Copy the DKIM records from Hoop
Go to Settings > Email Services > Dedicated Domain and copy the DKIM CNAME record name and value provided.
DMARC (Domain-based Message Authentication, Reporting, and Conformance)
DMARC tells email providers what to do when a message fails SPF or DKIM checks.| Record type | Host/Name | Value |
|---|---|---|
| TXT | _dmarc | v=DMARC1; p=none; rua=mailto:dmarc@yourdomain.com |
Domain verification
After adding all DNS records, you need to verify the domain in Hoop.Wait for DNS propagation
DNS changes can take anywhere from 5 minutes to 48 hours to propagate, depending on your registrar. Most propagate within 1 to 4 hours.
Common DNS errors
| Error | Cause | Fix |
|---|---|---|
| SPF record not found | Record not added or wrong host value | Verify the TXT record is set on @ or the bare domain |
| Multiple SPF records | Two TXT records with v=spf1 | Merge them into a single record with multiple include: directives |
| DKIM verification failed | CNAME value has a typo or extra period | Copy the value exactly from Hoop; some registrars auto-append a trailing dot |
| DMARC not detected | Record is on the wrong subdomain | Ensure the host is _dmarc, not _dmarc.yourdomain.com (some registrars append the domain automatically) |
| Proxy interfering | Cloudflare proxy enabled on CNAME | Disable the orange cloud (proxy) for the DKIM CNAME record; use DNS-only mode |
Email deliverability improvement
A dedicated domain alone does not guarantee inbox placement. Follow these practices to maintain a strong sender reputation.- Send to engaged contacts only: Remove contacts who have not opened an email in 90 or more days
- Authenticate fully: Ensure SPF, DKIM, and DMARC all pass before sending at scale
- Monitor bounce rates: A bounce rate above 2% signals list quality issues
- Include an unsubscribe link: Every marketing email must have a working unsubscribe mechanism
Domain warmup process
New dedicated domains have no sending reputation. Follow a warmup schedule to avoid triggering spam filters.Start with a small volume
Send to your most engaged contacts first. Begin with 50 to 100 emails per day during the first week.
Gradually increase volume
Double your daily sending volume each week. Week 1: 100/day, Week 2: 200/day, Week 3: 400/day, and so on.
Monitor deliverability metrics
Track open rates, bounce rates, and spam complaint rates after each send. If any metric deteriorates, slow down and investigate before increasing volume.
FAQs
Can I use a subdomain instead of my main domain?
Can I use a subdomain instead of my main domain?
Yes. Using a subdomain like
mail.yourdomain.com is a common practice. It isolates your email sending reputation from your main domain, which is useful if you also send emails from other platforms.Will setting up a dedicated domain affect my existing emails?
Will setting up a dedicated domain affect my existing emails?
No. Adding the DNS records for Hoop does not affect email you send from other platforms (such as Google Workspace or Outlook). The records authorize Hoop as an additional sender for your domain.