You can choose what sender address should be displayed when customers receive your emails. By default, this is firstname.lastname@example.org.
You can also choose a different 'reply to' address.
Warning: When you change the sender address, emails you send with Rentman may be marked as spam in the email client of the receiver. This is because the changed sender address has not been verified.
You can verify your email address within Rentman, which will grant Rentman permission to actively send emails with your domain name. As this process does involve changing DNS settings, it does require technical knowledge. Read more about verifying your domain in this section.
Change the sender address
Warning: 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 Configuration module > Customer communication > Communication.
- For the option Send emails from, choose one of the following:
|Option||Displayed sender address||Reply-to-address|
|Crew member email@example.comfirstname.lastname@example.org|
Verify email domain name
You can give Rentman permission to send emails from your workspace using your domain name (e.g. email@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.
- Establish a positive email reputation for your domain.
Setting up your verified domain
In order to verify your domain, follow the next steps:
1. Go to the Configuration Module > Customer Communication > Communication.
2. Click "Add Verified Email Domain Name" in the top right corner.
3. Enter the domain name that you would like to get verified.
Note: If you set up a domain and remove it afterwards, you need to reach out to support to get that domain deleted from the system before you can verify it again, otherwise the verification will fail.
4. You're now provided with the instructions to add the DNS and SPF records on your side.
Verifying your domain proves you are the authorized sender for a domain. To prove this, someone will need to set up the SPF and DKIM records we provide for your DNS provider.
Note: We 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.
5. After you succeeded with the above click Verify Domain.
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.
Note: Even with the additional troubleshooting service, we cannot make any changes to your DNS settings—only troubleshoot and advise. If you do not know how to change your DNS settings, you will need to contact an external party to help you with this.
You can only verify one domain name for your Rentman account.
Consequences of non-verified address
Emails with your domain name in the sender address are sent by Rentman's own servers. To prevent abuse, spamfilters check the validity of the sender. They do this by verifying the domain name (part after the @).
Since Rentman is not the actual owner of your domain name, the email may be blocked by a spam filter or, at the very least, display the text via rentmanclient.com next to the sender. This alerts the receiver that the domain the email was sent from doesn’t match the domain in the “From:” address.
A different domain name could be suspicious to receiving email servers
Emails with a different domain name in the sender address can result in a lower spam score, which may cause the email to end up in the Spam folder and not be read. When the spam score is too low, emails may be blocked entirely.
Sending emails to yourself may cause problems
If you send emails to yourself when you've changed the sender address, the emails may be marked as suspicious. This is because your own email server manages your address, and it may not trust emails sent by Rentman in your name.
Images are not displayed in certain email clients
By default, images from non-verified addresses are not displayed in email clients such as Gmail. These email clients do this because of safety reasons. When you verify your domain name, images are automatically loaded and correctly displayed for the receiver.