Add a Custom Domain for Emails

Why use a custom domain?

• Build trust & brand recognition: Emails sent from yourname@mail.myorg.com look more personal and professional than default addresses like no-reply@hivepass.app .
• Boost deliverability: Custom domains with verified DNS settings (SPF, DKIM, etc.) are less likely to be marked as spam.
• Full control of your communications stack: You manage your domain’s reputation and settings—all under your organization’s brand.

How to set up a new domain

1. Go to Communications -> Domains in the admin app side menu.

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2. Select "Add New Domain" in the top right.

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3. Enter the details for your domain.
   1. Enter your domain.
      1. This will usually be the same domain that your website is on e.g. myorg.com
   2. Enter a subdomain.
      1. If unsure use "mail".
      2. Subdomains are required. This is industry best practice and its more manageable, reliable and secure than using a root domain.
   3. If you want this as the default sender for all your email campaigns then turn this on.
   4. Enter a sender.
      1. This is the first part of the email address you will send from before the @.
      2. Examples
         1. info
         2. team
         3. membership
   5. Enter a name.
      1. This is what users will see in the From field of the email.
      2. Some suggestions:
         1. [your organisation name] e.g. Nelson Mountain Bike Club
         2. [your organisation name] Updates e.g. Rotorua Trails Trust Updates
         3. [your name] from [your organisation name] e.g. Sam from Queenstown MTB Club
   6. Automatic security.
      1. Best to leave this to on unless you know what you are doing.
   7. Custom SPF.
      1. What is a custom SPF, and why should I keep it enabled?

         1. SPF (Sender Policy Framework) is a security setting that tells email providers which servers are allowed to send emails on behalf of your domain. It helps protect your members from spam and phishing by verifying that emails sent from your domain are legitimate.

            When you enable a custom SPF in Hivepass, we automatically add Hivepass to your domain's list of approved senders. This makes it more likely your email campaigns will land in members' inboxes instead of spam folders.

         2. 🔒 Recommendation:

            Leave the custom SPF setting enabled unless your domain is managed by a developer or email administrator who needs to set it manually.

   8. Click "Add"
   9. Example:

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4. Add DNS records to your web hosting.
   1. Enter the web hosting provider e.g. Godaddy, Squarespace, Google Workspace.
   2. Follow the instructions generated by AI for your specific provider to enter the provided records into the DNS for your domain.
   3. Copy the values by clicking the copy icon.

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   4. Add the DNS records via your providers website.

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   5. Click "Validate" in Hivepass.

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   6. After validation is complete you can go to the Email Campaign page.
5. Create an Email Campaign.
   1. When creating a new campaign it will select the default domain automatically.

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   2. You can change the domain by clicking the "Select Domain" button.

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Need Help?

• Step-by-step DNS guides are available online for popular providers like GoDaddy, Squarespace, and Google Domains.
• Our support team is ready to assist if anything’s unclear or you need help verifying the setup.

Enjoy 😀