Email Service & Domain Authentication

Why domain authentication matters

Email providers check whether the platform sending on behalf of a domain is authorised to do so. Without authentication:

• Outbound pitches land in spam folders at higher rates.
• The From address shows as a generic platform sender rather than the agency's real domain.
• Trust scores at Gmail, Outlook and corporate gateways are lower, dragging down deliverability over time.

SPF and DKIM are the two DNS records that tell email providers Buzzscribed is authorised to send on behalf of the agency's domain. Both are quick to set up; both make a meaningful difference to deliverability.

Setting up SPF and DKIM

1. Open Tenant Admin > Defaults & Templates > Manage Email Service.
2. Enter the sending domain (for example, yourcompany.com).
3. Buzzscribed generates the required DNS records (SPF and DKIM entries).
4. Copy the records and add them to the domain's DNS settings -- via the domain registrar, or through the IT team that manages DNS.
5. Return to Buzzscribed and click Verify. The system checks the DNS records are in place.
6. Once verified, a green tick confirms the domain is authenticated.

DNS changes typically propagate in minutes but can take up to 48 hours. If verification fails immediately, wait an hour and retry; if it still fails, double-check the DNS records exactly match the values shown in Buzzscribed.

Setting default email addresses

After the domain is authenticated, configure default sending addresses at Tenant Admin > Defaults & Templates > Set Default Emails:

From Address

The sender name and email recipients see (for example, "Acme PR <[email protected]>"). Use a monitored mailbox so replies do not vanish.

Reply-To Address

Where replies route. Often a team inbox or distribution group, so replies reach whichever colleague is on duty.

Bounce Address

Where bounce notifications land. Useful for spotting deliverability issues early; often a technical alias monitored by an admin.

Subdomain option

Some agencies prefer a dedicated sending subdomain (for example, mail.acmepr.example) to separate marketing email from corporate email. The setup is identical -- enter the subdomain on the Manage Email Service page and the generated DNS records apply to that subdomain rather than the root domain. Useful when IT policy requires the separation.

Frequently asked

Verification fails -- what now?

Wait at least an hour after adding DNS records (DNS propagation is not instant). If it still fails: open the DNS record at the registrar and confirm the values match Buzzscribed exactly -- DKIM records in particular are long and copy-paste sensitive.

Who adds the DNS records?

Whoever manages the domain. In a small agency, that is often the Admin user reading this article. In larger agencies, IT typically owns DNS and the SPF / DKIM values get sent to them for adding.

What happens if email is sent before authentication is complete?

Buzzscribed will still send, but deliverability suffers -- more emails land in spam, open rates drop. Finish authentication before the first real pitch wave.

Can multiple domains be authenticated?

Each tenant has one default sending domain. Agencies running multiple brands typically authenticate one main domain and use the per-pitch sender name (set per campaign) to distinguish brand voices.

What to read next

• Inviting Team Members -- add users while DNS propagates in the background.