> ## Documentation Index
> Fetch the complete documentation index at: https://help.hoopai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Dedicated email sending domains overview and setup

> Set up and troubleshoot dedicated email sending domains in the HoopAI platform, including DNS configuration for SPF, DKIM, and DMARC, verification, and deliverability warmup.

A dedicated email sending domain lets you send emails from your own domain instead of a shared domain, improving deliverability and brand trust. This guide covers setup and troubleshooting for dedicated email domains in the HoopAI platform.

***

## 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` |

<Note>
  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.
</Note>

### 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`) |

<Steps>
  <Step title="Copy the DKIM records from Hoop">
    Go to **Settings > Email Services > Dedicated Domain** and copy the DKIM CNAME record name and value provided.
  </Step>

  <Step title="Add the record to your DNS provider">
    Log in to your domain registrar (GoDaddy, Cloudflare, Namecheap, etc.) and create a new CNAME record using the values from Hoop.
  </Step>
</Steps>

### 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` |

<Tip>
  Start with `p=none` to monitor without affecting delivery. Once you confirm everything works, you can tighten the policy to `p=quarantine` or `p=reject` for stronger protection.
</Tip>

***

## Domain verification

After adding all DNS records, you need to verify the domain in Hoop.

<Steps>
  <Step title="Initiate verification">
    Go to **Settings > Email Services > Dedicated Domain** and click **Verify Domain**.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Check verification status">
    Return to the Dedicated Domain settings and check the status of each record. Green checkmarks indicate successful verification.
  </Step>
</Steps>

<Warning>
  Do not change or remove the DNS records after verification. Removing them will cause email delivery to fail and may damage your domain reputation.
</Warning>

***

## 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.

<Steps>
  <Step title="Start with a small volume">
    Send to your most engaged contacts first. Begin with 50 to 100 emails per day during the first week.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Reach full volume">
    Most domains are fully warmed after 4 to 6 weeks. At that point, you can send at your normal volume without restrictions.
  </Step>
</Steps>

<Warning>
  During the warmup period, avoid sending to purchased or scraped email lists. These have high bounce and complaint rates that can permanently damage your domain reputation.
</Warning>

***

## FAQs

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>