When sending emails from your workspace, via Backstage, the @spotme.com domain is used by default.
The Emailing module on SpotMe Backstage allows you to use your own domain name when sending emails.
This however requires a change on a certain email authentication method used by the Emailing module, called SPF and DKIM.
Both DKIM (DomainKeys Identified Mail) and SPF (Sender Policy Framework) are designed to detect forging sender addresses in emails.
Note: Should you change the email domain in an email template without having amended the SPF and/or DKIM records, the email editor will not allow you to save the change in the template, and an error message will be displayed explaining why. If the SPF and/or DKIM records are amended, a confirmation email will be sent to the new email address used in the From field of the email (after saving the template), to confirm that emails are authorized to be sent from this address (coming May 17, 2022).
Important: If you are planning on using your own domain name when sending emails for your workspace, do not forget that your participants might be using the Eventspace mobile app to join your workspace.
If so, to activate the app our platform will still send an invitation email from the firstname.lastname@example.org email address, which therefore will need to be whitelisted.
Therefore, if your organization already has its own proprietary app, please reach out to us so we can adjust the sender email address configured at the app level to match the sender email address used in your workspace.
SPF (Sender Policy Framework)
If you use your own domain to send emails from SpotMe Backstage, you have to update your SPF record (or create one if you don't have one already) in order to publicly allow our servers to send emails on your behalf. Otherwise, it is very likely that email recipients will consider your emails sent from the platform as spam.
To ensure emails are correctly delivered, the SPF record of your domain needs to include " include:
v=spf1 include:_spf.spotme.com -all
SPF records are public and can be verified using a SPF record lookup from any free web tool, such as MxToolBox (https://mxtoolbox.com).
The SPF record can be updated via the DNS server by the administrator. Therefore, to change the domain name for emails sent from your workspace, you will need to contact your organization's dedicated IT department.
Important: The recommendation is to use a TXT record type to publish the SPF record.
DKIM (DomainKeys Identified Mail)
Add a new TXT record with the name mandrill._domainkey.yourdomain.com (just replace yourdomain.com with the domain you're setting up).
The value for the record should be one of the options listed below. There are two options because the record contains semicolons. Some DNS providers escape semicolons for you while others require you to do it when you set up the record.
With semicolons escaped:
v=DKIM1\; k=rsa\; p=MIGfMA0GCSqGSIb3DQEBAQUAA4GNADCBiQKBgQCrLHiExVd55zd/IQ/J/mRwSRMAocV/hMB3jXwaHH36d9NaVynQFYV8NaWi69c1veUtRzGt7yAioXqLj7Z4TeEUoOLgrKsn8YnckGs9i3B3tVFB+Ch/4mPhXWiNfNdynHWBcPcbJ8kjEQ2U8y78dHZj1YeRXXVvWob2OaKynO8/lQIDAQAB\;
With semicolons unescaped:
v=DKIM1; k=rsa; p=MIGfMA0GCSqGSIb3DQEBAQUAA4GNADCBiQKBgQCrLHiExVd55zd/IQ/J/mRwSRMAocV/hMB3jXwaHH36d9NaVynQFYV8NaWi69c1veUtRzGt7yAioXqLj7Z4TeEUoOLgrKsn8YnckGs9i3B3tVFB+Ch/4mPhXWiNfNdynHWBcPcbJ8kjEQ2U8y78dHZj1YeRXXVvWob2OaKynO8/lQIDAQAB;
For more information about DKIM, please refer to https://tools.ietf.org/html/rfc6376.
Domain verification and validation
Once both the SPF and DKIM records have been created, the domain configuration must be verified and validated by our email provider (Mandrill). This can be done using two different processes, you can either:
- Provide an email address from your domain to which a verification link will be sent.
- Add an additional TXT record in your DNS domain, containing an unique verification key that we will generate for you.
In both cases you will need to contact our support to proceed.
This validation will remove the "on behalf of" message that appears in the emails sent using your domain.