Sending Client Emails From Your Own Domain

Booking confirmations, delivery links, invoices, and the other client emails Spatiko sends for you can come from an address on your own domain — hello@promediateam.com rather than a Spatiko address. You add a few DNS records once, Spatiko verifies them, and from then on client emails carry your domain, with SPF, DKIM, and DMARC alignment so inboxes trust them.

Everything here happens on two cards in Settings → Domains & Email: Email domain and Sending identity. Serving your order pages on your own domain is a third card on the same page, set up separately — see custom domains.

Before you start

• Plan. Domains & Email is available on Starter and up — see pricing for what each plan includes.
• Who can set it up. Anyone who can edit business settings — usually the owner or an admin.
• Access to your DNS. You’ll add records wherever your domain’s DNS is managed. Use your root domain, the one your business email lives on (promediateam.com), not a subdomain.
• One email domain per business. To switch to a different domain, remove the current one first. A domain another Spatiko business already uses can’t be added, and neither can public mailbox domains like gmail.com or outlook.com. Using the same domain as your website domain is fine.

Adding your domain

On the Email domain card, type your domain into Domain — no https://, no path — and click Set up email domain. Spatiko registers it and shows the DNS records to add.

Spatiko also looks at what’s already on the domain. If something could get in the way — an MX record already sitting where a new one needs to go, for example — or there’s no DMARC record at all, a Heads up note appears above the records. A DMARC record is recommended for deliverability but not required.

Adding the DNS records

The card lists every record you need, with its Type, Name, Value, Priority (for MX records), and TTL. Each name and value has its own copy button. Use them: a value pasted with a stray space or a missing piece is one of the most common reasons verification fails. The dot beside each record shows whether that record has verified yet.

Open How do I add these at my registrar? for step-by-step help. Pick your provider — Cloudflare, GoDaddy, Namecheap, Squarespace, or Other / not sure — and the steps change to match. Two tips from there worth knowing up front:

• Your DNS may not live where you bought the domain. A GoDaddy domain can have its DNS managed in Cloudflare, for example. Add the records wherever your DNS actually lives.
• On Cloudflare, set Proxy status to DNS only (the gray cloud) for each record.

Verification and statuses

Once the records are in, you don’t have to keep coming back. Spatiko checks automatically while the page is open and keeps checking in the background every hour. Check status runs a check on demand. DNS can take up to an hour to propagate, so a “still verifying” answer right after you add the records is normal.

The badge on the card tells you where things stand:

• Waiting for DNS — verification hasn’t started yet. Check status starts it.
• Verifying — Spatiko is looking for your records. This is what you’ll usually see right after adding the domain, until your DNS changes take effect.
• Verified — your domain is live for client emails. Spatiko sends a short confirmation from your new address to your business email, so you can see it arrive.
• Failed — the records couldn’t be verified. See when something goes wrong.
• Retrying — a routine re-check of your already verified domain hit a temporary problem. Emails keep going out from your domain for up to 72 hours while it re-checks. If your DNS records changed, restore them.

A domain that sits unverified for 14 days is removed automatically. The owner gets an email and your admins get an in-app notice, and you can add the domain again whenever you’re ready to update your DNS — it comes with a fresh set of records.

Choosing your Send from address

When the domain verifies, Spatiko picks a starting Send from address. If your business email is already on this domain, it keeps that address (so bookings@promediateam.com stays bookings@); otherwise it uses hello@ your domain. You can change the part before the @ at any time — letters, numbers, dots, plus signs, underscores, and dashes — and click Save.

A few things are fixed:

• The display name is always your business name. Clients see “Pro Media Team” in their inbox, whatever the address. It comes from your business profile.
• Replies go to your business email. When the Send from address isn’t your business email, Spatiko sets your business email as the reply-to, so the address you send from doesn’t need an inbox of its own.
• The records stay one click away. View DNS records reopens the table, which helps if you ever move DNS providers.

If any emails bounce or a recipient marks one as spam, the card shows how many bounces and complaints have been recorded. It’s worth a look if a client says your emails never arrived.

Choosing which sender Spatiko uses

The Sending identity card, at the top of Domains & Email, decides which route client emails take. Its first line always says where they’re going right now — for example, “Client emails are sent from hello@promediateam.com.”

There are four options:

• Automatic (recommended) — your email domain if it’s verified, otherwise your connected Gmail, otherwise the built-in sender.
• My domain — your email domain, falling back to Gmail and then the built-in sender whenever the domain isn’t available.
• Gmail — your connected Gmail first, then your email domain, then the built-in sender.
• Built-in sender — always Spatiko’s own sending address, with your business name as the sender name and replies going to your business email.

Options you haven’t set up are labeled ”— not set up” or ”— not connected”. If the option you picked isn’t available, Spatiko doesn’t fail the email: it uses the next route and says so under the picker.

Send test email sends a test to your own login email (or to your business email if that’s missing), and the confirmation names the route it took — “It went out through your custom domain”, for example. It’s the quickest way to check what clients will see.

One difference from Gmail to keep in mind: emails sent from your domain don’t appear in any Sent folder, because they don’t pass through a mailbox. If you want a copy of every client email in your Sent mail, pick Gmail instead.

Which emails use your domain

Every client-facing email your business sends goes through the sending identity — booking confirmations and reminders, delivery notifications, payment requests, invoices and receipts, client-portal sign-in links, and the rest. The Gmail guide has the full list; it’s the same set whichever route is active. Emails Spatiko sends to you about your own account still come from Spatiko.

When something goes wrong

If a verified domain stops verifying — usually because a DNS record was removed or changed — the card turns Failed. Client emails switch to your connected Gmail, or to the built-in sender if Gmail isn’t connected, until it’s fixed. The owner gets an email with a Fix it button, and your admins see an in-app notification. A single email that fails to go out through your domain falls back the same way, so nothing is lost.

The Failed card lists the usual causes next to the records you need:

• Records were removed or changed at your registrar.
• A value was pasted with extra spaces, or is missing part of its value.
• DNS propagation isn’t finished yet — it can take up to 24 hours.

Restore the records, then click Retry verification. Spatiko also keeps re-checking in the background, so restored records bring sending from your domain back on their own.

If your plan changes to one without Domains & Email, Spatiko stops sending from your domain and uses Gmail or the built-in sender instead.

Removing your email domain

Click Remove domain and confirm. Client emails go back to the built-in sender, or to your connected Gmail if you have one. Removing can’t be undone: adding the domain again later means verifying it from scratch with a fresh set of records.

Go deeper

• Sending client emails through Gmail — the other way to send from your own address, with a copy in your Sent folder.
• Custom domains — the Website domain card on the same settings page, for your order pages and property websites.
• Business profile, branding & legal documents — the business name and email behind your display name and replies.
• Sending a delivery — one of the emails clients will now receive from your domain.