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Change the Email Sender Address and Verify a Domain

Updated

In this article, we explain how to change the sender address of emails you send from Rentman, and how to verify your own email domain. You can also share a verified domain with your other workspaces, and delete a domain you no longer use.

Note: If you send emails from an address on your own domain, such as info@yourdomain.com, and that domain is not verified, your emails can end up in spam. We recommend that you verify every domain you send emails from.

Change the sender address

By default, Rentman sends emails from yourworkspacename@rentmanclient.com. You can also send emails from the email address of the crew member who sends them, or from a custom email address.

Default sender setting in the Configuration module

  1. Go to settingsConfiguration module > Communication > Email.
  2. Choose an option for Default sender.
yourworkspacename@rentmanclient.com We create this address when your account is set up. All emails show this address as the sender, no matter who sends them. Replies go to the email address of the user who sent the email.
Crew member's email address Rentman uses the email address in the Login information section on the Data tab of the crew member in the groupCrew members module. Recipients see the address of the user who sends the email, and replies go to that user.
Custom email address You enter the address next to the Default sender field. All emails show this address as the sender, no matter who is logged in. Replies go to the same address.
Note: Changing the sender address only changes the address your recipients see. We still send the emails from our servers.

Verify your email domain

When you verify a domain, such as example.com, Rentman can send emails from addresses on that domain, such as maria@example.com. Verifying your domain:

  • Removes "via rentmanclient.com" from emails you send from Rentman.
  • Lowers the chance that emails from your workspace are marked as spam.

You can verify as many domains as you need.

Warning: To verify a domain, you need to add DNS records at your domain provider. We cannot do this for you. Make sure the person who adds the records knows how to change DNS settings.

Domain Verification section in the Configuration module

  1. Go to settingsConfiguration module > Communication > Email.
  2. Click + Add domain in the Domain Verification section.
  3. Enter the domain name you want to verify.
  4. Click Save.
  5. Add the DNS records that Rentman shows to the DNS settings at your domain provider.
  6. Click Verify Domain.

The DNS records are Sender Policy Framework (SPF) and DomainKeys Identified Mail (DKIM) records. They show email providers that Rentman is allowed to send emails for your domain.

If the verification succeeds, you receive a confirmation and the domain shows as Verified. If it fails, you receive an error report. Take a look at our article on domain verification troubleshooting.

Use a verified domain in more than one workspace

If your company has more than one Rentman workspace, you can use the same verified domain in each of them. You export a sharing code from the original workspace, which is the workspace where you first added and verified the domain. Then you import that code in the other workspace. You do not need to change your DNS settings again.

Export a sharing code

  1. Go to settingsConfiguration module > Communication > Email in the original workspace.
  2. Click more_vert next to the domain.
  3. Click Export.
  4. Click content_copy next to the sharing code.
  5. Click Close.

You can only export a domain that is verified, and only from its original workspace. The sharing code is valid for one hour.

Import the sharing code in another workspace

  1. Go to settingsConfiguration module > Communication > Email in the workspace where you want to use the domain.
  2. Click Import in the Domain Verification section.
  3. Paste the sharing code in the Code field.
  4. Click Import email domain.

The domain shows as Verified in this workspace, and you can send emails from it right away.

Note: If the sharing code has expired or is not valid, Rentman does not add the domain. Export a new sharing code and try again. You cannot import a domain into a workspace that already has it.

Delete an email domain

You can delete both verified and unverified domains, for example to start the domain verification again, or to move a domain to another workspace. After you delete a domain, you can no longer send emails from it in that workspace.

The result of deleting a domain depends on the workspace you delete it from:

A workspace that imported the domain We remove the domain from this workspace only. The original workspace, and any other workspaces that imported the domain, keep it.
The original workspace, when the domain is not shared We remove the domain from Rentman completely. You can add it again later, in this or another workspace.
The original workspace, when the domain is still shared You cannot delete the domain. The delete option is disabled until you delete the domain from every workspace that imported it.
  1. Go to settingsConfiguration module > Communication > Email.
  2. Click more_vert next to the domain.
  3. Click Delete.
  4. Click Delete to confirm.
  5. Click Save.

To use a domain again after you delete it from the original workspace, add and verify it again. Check that the DNS records at your domain provider match the records Rentman shows.

Rentman tip: To use a domain in another workspace, share it with a sharing code. You do not need to delete the domain or change your DNS settings.

Know when a domain is unverified

Rentman shows a message wherever you use an email address on an unverified domain.

In the Configuration module

In settingsConfiguration module > Communication > Email, each domain shows as Verified or Unverified.

Verified and unverified domains in the Configuration module

When you enter a new address in Send invoices from a separate email address, Send quotes from a separate email address, or Send invitations from a separate email address, a message shows if the domain is not verified.

Unverified domain message on a separate email address field

When you send an email from your workspace

A message shows when the domain of the sender address is not verified.

Unverified domain message when sending an email

In the Crew members module

A message shows in the Login information section on the Data tab of a crew member when the domain of their email address is not verified.

Unverified domain message in the Login information section

Consequences of using an unverified sender address

We send all emails from Rentman through our own servers. Receiving email systems, such as Gmail, Outlook, and company mail servers, check whether those servers are allowed to send emails for your domain. They do this with SPF, DKIM, and Domain-based Message Authentication, Reporting, and Conformance (DMARC).

Without verification, this authorization is missing or incomplete. This can cause the following issues.

"via rentmanclient.com" shown to recipients

Recipients can see that the server that sent the email does not match the domain of the sender address. In Gmail, the sender then shows as <info@yourdomain.com> via rentmanclient.com. This means we sent the email on behalf of your domain without full authentication.

Increased spam filtering or blocking

Email providers are stricter with emails from servers that are not authorized for your domain, especially when your domain has a DMARC policy. This can lead to:

  • Delivery to the spam folder
  • Warning banners shown to the recipient
  • In some cases, the email being rejected

Issues when emailing addresses within your own domain

Your own mail server runs the same checks. Emails from Rentman to colleagues on your domain can:

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

Images and content blocked by default

Gmail and Outlook apply stricter rules to emails that fail authentication or only partly pass it. This can cause:

  • Images to be blocked by default
  • "Display images" warnings to appear

Once you verify your domain, your emails are authenticated and images display normally.

FAQs

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

When you send emails from the crew member's email address or from a custom email address, you need to verify the domain. Without verification, your emails are more likely to be marked as spam, get warning labels, or not be delivered.

Why am I unable to save my settings when I choose Custom email address?

The custom email address belongs to the workspace and is used for all emails you send. Before you can use it, verify the domain of the address.

Why am I unable to delete a domain?

The domain is still shared with other workspaces. Delete it from every workspace that imported it, then delete it from the original workspace.

What should I do if Rentman says my domain is already in use?

The domain is already added in another Rentman workspace. If that is one of your workspaces, export a sharing code there and import it in this workspace. If none of your workspaces uses the domain, contact our Support team.

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