Email Domain Setup

this guide outlines the steps to verify a domain for sending newsletter emails or for sending a large volume of no reply emails via ashby (over 1,000 emails a day) the setup process involves updating dns records on a domain owned by your organization, so you’ll likely want to provide these instructions to your it team or to someone who can configure dns records for your organization’s domains please note that verifying a domain for sending newsletter or no reply emails can only be configured on the enterprise plan foundations legacy plus plus enterprise ❌ ❌ ❌ ✅ overview to send newsletters using ashby's newsletter feature, you'll need to configure at least one domain for email sending configuring a domain is also beneficial if you send a high volume of no reply emails and would prefer to use an email branded to your company, rather than using the default ashby no reply email address configuring a domain is necessary because email providers like google and microsoft restrict the use of their platforms for bulk emailing and sending newsletters google and microsoft email accounts have daily sending limits, so you can't directly send newsletters or large numbers of emails from these accounts to work around this restriction, you'll need to grant ashby permission to send emails from one of your organization's domains on your behalf to do this, you’ll set a few dns records on one of your organization’s domains so that ashby can verify that you own the domain and so that ashby has permission to send emails from this domain on your behalf prerequisites to follow the steps below, you’ll need to be able to update dns records associated with the domain you want to use for sending newsletters or no reply emails to access the https //app ashbyhq com/admin/organizational settings/domains , you’ll need to be an ashby organization admin video walkthrough a video walkthrough of the email domain setup process is available below note in the walkthrough, the page is named newsletters, but it’s since been renamed to email domains the functionality is unchanged log into your ashby account and navigate to admin in the top nav bar search for ‘email domains’ or visit the page directly at https //app ashbyhq com/admin/organizational settings/domains steps to configure a domain click on add domain in the top right hand corner of the page provide the domain you’d like to use for sending emails and click add once you click add , you’ll have 72 hours to update your domain’s dns records before your domain setup is considered failed once your domain’s setup status is failed, you’ll need to remove the domain in ashby and re add it in order to start the setup process again for that reason, we recommend waiting to add the domain in ashby until you’re ready to update the domain’s dns records after clicking add, you’ll see a list of three cname records, one mx record, and one txt record you’ll need to set these dns records on your domain depending on where your domain is managed, the instructions for updating your dns records will vary slightly below you can find links to documentation for updating dns records from a few common providers cloudflare see cloudflare’s guide to managing dns records https //developers cloudflare com/dns/manage dns records/how to/create dns records/#create dns records route 53 see route 53’s guide to managing dns records https //docs aws amazon com/route53/latest/developerguide/resource record sets creating html godaddy see godaddy’s guide to managing dns records https //www godaddy com/en uk/help/manage dns records 680 other providers if your provider isn’t listed above, you can generally find documentation on updating dns records by googling ‘manage {domain name provider} dns records’ a note on the mx record depending on your domain registrar, you may need to provide the priority, which is at the start of the mx record's expected value, in a separate input this refers to the '10' at the beginning of the record in most cases, you can leave it formatted as it is in ashby however, some providers may require you to put the '10' in a separate input or on a different line once you’ve configured the dns records, head back to the email domains page in admin and click on check dns records in the bottom left of the domain’s configuration window this will run a check to see if the dns records have been found on your domain it may take up to 72 hours for the records to be published and for the statuses to update to verified once your dns records have all been verified, you can specify the email addresses you want to use to add an email address, click add sender email address in the bottom lefthand corner in the name field, provide the name you want email recipients to see when they receive emails from this address in the email address field, provide the email address you want to use for sending emails the email must be a part of the domain you configured for example, if you configured ‘acmecorp com’ as your domain, you could provide an email here that ends with ‘@acmecorp com’ once both fields are filled out, click add to add the email address once an address is added, it will appear beneath the domain, as in the example below to remove an address, click on the trash icon on the far right to add more email addresses, click add sender email addres s in the bottom left corner and repeat the same steps you can add as many addresses as you want using addresses in newsletters to use the email addresses you’ve configured to send newsletters, open or create a newsletter and click on settings on the top right of the page in the settings menu, you’ll see a ‘from’ field (highlighted below) in this field, you can select the from address you want your newsletter to be sent from the dropdown here will include all the addresses you’ve configured by following the steps above cleanshot 2024 05 22 at 16 50 19\@2x png switching your default no reply address after setting up your new sender address once you’ve added your new sender address on the https //app ashbyhq com/admin/organizational settings/domains page, navigate to admin > organization setup > https //app ashbyhq com/admin/organizational settings/shared email aliases click manage no reply address from here, you’ll be able to view your current no reply address and select your newly configured sender address from the new no reply address dropdown once you’ve selected your new no reply address, click update to confirm this email address will now be used for all default no reply emails if you’d like to return to the default ashby no reply email for future no reply emails, click unshare beside the configured no reply address please note that if your default no reply address is not configured to sync emails to ashby, replies that go to this email address will not appear in ashby faq why does my domain status still show as ‘verifying’ in ashby after i’ve set the required dns records on my domain? if you’ve set the dns records on your domain, try clicking on check dns records in ashby to refetch the domain’s verification status this ensures the status you see in ashby is fully up to date it can take up to 72 hours for records to finish verifying, so if your status still shows as ‘verifying’, it’s possible the records are still being published you should also confirm that the records were copied exactly as they’re displayed in ashby verify that the quotes around the txt record’s expected value were included in the record you published on your domain also verify that the mx record’s priority (the ‘10’ at the beginning of the mx record’s value in ashby) is entered correctly in the format required by your domain registrar my domain’s verification status shows up as ‘failed’ in ashby what should i do now? once your domain’s status shows up as failed, you’ll need to delete the domain’s registration in ashby, remove any dns records you’ve set on your domain, and restart the verification process to delete the verification in ashby, click on remove domain in the bottom right corner of the domain’s entry in ashby when and where is can a no reply email be used or is used by default in ashby? the following tools in ashby can be configured to or automatically use the default no reply email address (either no reply\@ashbyhq com or the default you configure) tool description notes application confirmation email an automated email sent to the candidate if they submit an application via your job board this will always use the default no reply email more on configuring this at docid\ wq6uoydzwfatdmzhopsfj referral confirmation email an automated email sent to the referred candidate once they've been referred more on configuring this at docid\ wq6uoydzwfatdmzhopsfj auto reject emails an email sent to the candidate if they've been rejected by auto reject rules you've configured on job postings these can be scheduled so they aren't sent immediately on archiving more on this at docid\ pdgw wrubwyfnzhka9ota survey automation configure automation to send an email to the candidate containing a link to to a survey or questionnaire used by default if another email isn’t selected in the automation configuration more on survey automation options at docid\ rlbgzsgqlmqckgbbnyqyp newsletter send out newsletters to your talent pools to keep them updated more on configuring newsletters at docid\ h9m9siqyi8ess69a3z0mr event confirmation emails if a lead signs up to attend a hiring event, an email confirmation is sent out to them for more on setting up events, check out docid\ eqn6evlxlktzoero21svs initial consent and consent extension requests if you have automation configured as part of your consent rules, an email will be sent out to a candidate for their consent or a consent extension want to know more about configuring consent rules and automation? check out docid 0xpiflekfhkukbufqkhi9 bulk application review rejection emails can be sent from a no reply email within the bulk application review view read more at docid\ d nxb kdz4fjru4hbcalb interview confirmation emails an email sent to the candidate at the point an interview is scheduled (if configured) for more on configuring interview activities, check out docid 0z5jm eqkvzq oqc03rer candidate activity automations if an automated activity is configured to send an email to the candidate, then this can be sent from a no reply email more information can be found at docid\ mtfnbycncvnb4mtdsgeqb alerts and scheduled dashboard notifications when alert or scheduled dashboard notifications are sent, these are sent from a no reply email for further info, check out docid\ fckr kkhnmjz6vuu3krvw and docid\ ttr2omug9yqpx1nkcmjs9 sending an email to the candidate from their profile you can opt to use a no reply email when reaching out to the candidate via the email option on the candidate profile further information can be found at docid\ xuxt7u73x6odwypl89lav can you have multiple custom email domains for newsletters? yes, multiple custom email domains can be configured per organization, but additional configuration is required to allow sending users cannot automatically send from verified domains once the dns settings have been properly configured once dns settings have been configured, an admin must add specific sender email addresses to each domain only those explicitly added addresses will appear in the newsletter from dropdown and can be used for sending c an verified domain email addresses be used for bulk email sending? yes, with the following requirement email aliases must be shared even if the address is verified, the addresses must be shared with users via the shared email alias system to determine whether the user is allowed to send an email from a given alias, we check that the email address is verified and available for sending (part of an organization email identity) the user has access to the email address via shared email aliases what are your bounce rate thresholds? one important note for sending emails from custom domains make sure your email lists (e g for newsletters) are clean and debounced we’ve instituted the following bounce and complaint rate monitoring for custom domain emails to prevent from having our own sending accounts blocked by our email provider bounce rate thresholds warning 4% — alerts sent; monitoring closely limit 5% — sending may be restricted complaint rate thresholds warning 0 08% — alerts sent; monitoring closely limit 0 1% — sending may be restricted how this works metrics are checked hourly if rates exceed the limit for 2 consecutive hours, sending may be automatically disabled to protect domain reputation we recommend keeping bounce rates below 4% and complaint rates below 0 08% to avoid restrictions and maintain deliverability