This article explains how to configure the sender email address used for emails sent from Rentman, and how to verify a domain.

Note: When changing the sender email address to your own domain (e.g. info@yourdomain.com), emails sent from Rentman may be more likely to end up in a recipient’s spam folder. This usually happens because the new sender address has not yet been verified. To improve email deliverability and help ensure messages reach recipients’ inboxes, we recommend verifying the domain(s) used for your email addresses.

Change the sender address

In Rentman you can choose what sender address should be displayed when customers receive your emails. By default, this is yourworkspacename@rentmanclient.com.

You can change this to the crew member’s email address or a custom email address.

Note: A changed sender address in Rentman only changes what domain name will be displayed for the customer. Your emails are still sent from Rentman's servers.

Go to the settings Configuration module > Communication > Email.
For the option Default sender, choose one of the following options :

Options

Yourworkspacename@rentmanclient.com Crew member's email address Custom email address

This email address is created automatically when your Rentman account is set up and appears when this option is selected.
With this option, all emails will appear as sent from this address, regardless of user. The reply address shown will be the email address of the user who sent the message.

This email address is found in the Login information section of the Data tab for each crew member, in the Crew members module.
With this option, the sender address shown to recipients is the address of the user sending the message. The reply address displayed will match that user.

This email address is set in Configuration module > Communication > Email, to the right of the Default sender field.
With this option, all emails sent from your Rentman account, no matter who is logged in, will appear as sent from this address. The reply address shown to recipients will be the same.

Know when a domain name is unverified

Rentman will inform you of any unverified domain used.

In the Configuration module

-In theConfiguration module > Communication > Email, you can see a list of all your domains, with each one showing its verification status as Verified or Unverified.

-When you enter a new email address in the Send invoices from a separate email address, Send quotes from a separate email address or Send invitations from a separate email address fields, a message will indicate if the domain needs to be verified.

When sending an email from your workspace

A message will appear if the email address you are using has a domain that has not been verified.

In the Crew members module

In the Login information section of the Data tab of a crew member, a message will appear if the domain of the crew member’s email address has not been verified.

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Verify email domain name

You can give Rentman permission to send emails from your workspace using your domain name (e.g. maria@example.com). This will:

Remove the “via rentmanclient.com” shown in emails from Rentman.
Decrease the chances that an email sent from your workspace will be flagged as spam.

Setting up your verified domain

Rentman allows you to verify as many domains as necessary. This will grant Rentman permission to actively send emails with the domains verified. As this process does involve changing DNS settings, it does require technical knowledge.

In order to verify your domain, follow the next steps:

Go to settings Configuration Module > Communication > Email.
Click + Add domain in the Domain Verification section.
Enter the domain name that you would like to get verified.
Save
You are now provided with the instructions to add the DNS and SPF records on your side. Verifying your domain confirms that you are an authorized sender for that domain. To do this, the SPF and DKIM records we provide must be added to your DNS provider’s settings.
After you succeeded with the above, click Verify Domain

Warning: Rentman cannot add these records for you. It is critical that the person adding these records knows how to access and make changes to the relevant DNS settings.

Successful: If you're DNS and SPF settings have been set up correctly, you will now receive the confirmation that your domain is verified.

Unsuccessful: If your DNS and SPF settings have been set up incorrectly or something else went wrong, you will now receive an error report. If the DNS records were added incorrectly, we encourage you to troubleshoot using this guide: Domain verification troubleshooting.

Consequences of using an unverified sender address

When you send emails from your own domain using Rentman, the messages are sent via Rentman’s mail servers. Receiving email systems (such as Gmail, Outlook, and corporate email servers) check whether these servers are authorized to send on behalf of your domain by using email authentication methods like SPF, DKIM, and DMARC.

If your domain is not verified in Rentman, this authorization is missing or incomplete. As a result, the following issues may occur:

“via rentmanclient.com” shown to recipients

Because Rentman does not manage your domain’s DNS settings, email clients may detect a mismatch between the sending infrastructure and the domain in the From address. In Gmail and similar email clients, this can result in a label such as: <info@yourdomain.com> via rentmanclient.com

This indicates that the email was sent by Rentman’s servers on behalf of your domain, but without full authentication alignment.

Increased spam filtering or blocking

Emails sent from servers that are not authorized by the sender’s domain are more likely to be considered suspicious. Depending on the recipient’s email provider and your domain’s DMARC policy, this may result in:

Delivery to the spam folder
Warning banners displayed to the recipient
In some cases, the message being rejected entirely

Issues when emailing addresses within your own domain

When you send emails to addresses within your own domain, your mail server performs the same authentication checks. If Rentman is not listed as an authorized sender, these messages may:

Be flagged as spoofing attempts
Be quarantined or rejected
Display security warnings to the recipient

Images and content blocked by default

Some email clients, including Gmail and Outlook, apply stricter security and privacy rules to messages that fail or only partially pass authentication checks. This can cause:

Images to be blocked by default
“Display images” warnings to appear

After domain verification, emails are properly authenticated and more likely to be trusted, allowing images and content to display normally.

FAQ

Why should I verify the domain name of my crew members’ email addresses?

Domain verification is required when using a crew member’s email address or a custom email address as the sender in your email configuration. If emails are sent from Rentman using an address with an unverified domain, the sending servers are not fully authorized to send on behalf of that domain. As a result, receiving mail servers are more likely to flag these messages as suspicious, which can lead to spam filtering, warning labels, or delivery failures

Why can't I save my new settings when selecting the ‘Custom email address’ option for the first time?

The custom sender address is tied to your workspace and used for all outgoing emails. To safeguard deliverability and prevent misuse, Rentman requires the domain to be verified before the address can be activated. This verification ensures that emails sent from your workspace are properly authenticated and delivered reliably.

How can I remove an already verified domain name?

If you wish to remove an approved domain name, you need to reach out to our support team.

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Change the Email Sender Address and Verify a Domain