Custom Sender Domain

Overview

By default, emails sent from Konstantly come from [email protected] — even if you've set a custom display name. The Custom sender domain feature lets you send from an address on your own domain (e.g. [email protected]) with proper email authentication so messages land in inboxes, not spam folders.

This is the difference between:

"YourCompany Training" <[email protected]>     ← without custom domain
"YourCompany Training" <[email protected]>    ← with custom domain

Custom sender domain is an Enterprise-only feature with a one-time setup at your DNS provider. Once verified, every email from your platform — assignments, reminders, certificates, password resets — sends from your domain.

Requirements

Before starting:

• Enterprise plan with custom sender domain enabled (contact us if you're not sure)
• Access to your domain's DNS settings (you'll add three TXT records)
• A sender address on your domain — typically [email protected], but hello@, team@, or anything works

Step-by-Step Setup

Step 1: Open the Email Templates Tab

In your Konstantly admin, go to Settings → Email templates. Scroll past the basic sender section to the Send from your own domain card.

If your account doesn't have the Enterprise feature enabled, you'll see a greyed-out card with a Contact support to activate link. Once enabled by our team, the active setup form appears in its place.

Step 2: Enter Your Sender Address

In the Sender address field, enter the full email address you want to send from (e.g. [email protected]).

Click Continue. Konstantly registers the domain with our email provider and returns the DNS records you need to add. The card now shows your sender address with a Pending verification badge.

Step 3: Add DNS Records

A table of three DNS records appears below the sender address. Each one needs to be added at your DNS provider for the domain (e.g. yourcompany.com).

The records are typically:

Click the copy icon next to each value to copy it to your clipboard, then paste into your DNS provider's record creation form.

Common DNS providers — quick links to the right page:

• Cloudflare: Dashboard → Your domain → DNS → Records → Add record
• GoDaddy: My Products → Domain → DNS → Records → Add → TXT
• Namecheap: Domain List → Manage → Advanced DNS → Add New Record → TXT
• Google Domains / Squarespace: DNS → Custom records → Create new record
• AWS Route 53: Hosted zones → Your zone → Create record → TXT

Step 4: Wait for DNS Propagation

DNS changes don't take effect instantly. Typical propagation:

• Usually: 5–30 minutes
• Maximum: Up to 48 hours (rare, depends on TTL settings at your provider)

You can leave the Konstantly tab and come back later — your records are saved.

Step 5: Verify

Once you think the records have propagated, click Verify on the custom domain card. Konstantly asks our email provider to re-check your DNS, and updates the status:

• Verified ✓ (green) — all records found, your domain is now used as the sender for outgoing emails
• Pending ⟳ (amber) — at least one record isn't visible yet, try again in a few minutes
• Failed ✕ (red) — a record is missing or has the wrong value (see Troubleshooting)

You can click Verify as many times as you need; it's a no-cost check.

Step 6: All Done

Once verified, every email the platform sends — including system emails like password resets — uses your custom address. Combined with a custom Display name (set in the sender configuration card above), recipients see a fully-branded From line in their inbox.

Status Badges

Troubleshooting

"Failed" status

The most common causes:

• Record value has a typo — re-copy from the Konstantly card and replace
• Wrong DNS record name — double-check the Name field; for DKIM it's typically resend._domainkey (entered without your domain)
• Quotes around values — some DNS providers wrap values in quotes automatically; some require you to add them. If unsure, try without quotes first
• TTL too high — if you've previously had a wrong record, the old value may still be cached. Wait the original TTL out, then re-verify

"Pending" status that doesn't change

• DNS hasn't propagated yet. Use DNS Checker to confirm the records are visible to public DNS resolvers
• Some providers are slow to propagate (especially low-cost ones)
• Try Verify again in 30 minutes

Emails are landing in spam after verification

If your domain has historically had bad sender reputation (e.g. you previously used it for marketing emails that got flagged), even with proper SPF/DKIM/DMARC it may take time to build trust with mail receivers. Send a few legitimate emails and ask recipients to mark you as Not Spam to accelerate this.

I need to change the sender address

Click Disconnect domain on the card. This removes the registration from our email provider and clears your DNS-records configuration. You can then enter a new sender address and start fresh — the DNS records change too (DKIM key is unique per domain).

Removing a Custom Sender Domain

To revert to sending from the default [email protected]:

1. Open Settings → Email templates
2. Scroll to the Send from your own domain card
3. Click Disconnect domain
4. Confirm in the dialog

Future emails immediately revert to the platform default. You can leave the DNS records at your registrar (they're harmless when not in use) or remove them — your call.

FAQ

Will my custom display name still work without a custom sender domain?

Yes. The display name (set in the basic sender section) works on its own. With just a display name, emails appear as "Your Brand" <[email protected]>. Adding a custom sender domain replaces the address part too.

Can I use the same domain as my platform URL?

Yes — for example, your platform at learn.yourcompany.com and your sender as [email protected] is a common setup. They share the parent domain (yourcompany.com) but have completely independent DNS records (the platform domain uses CNAME; the sender uses TXT records for SPF/DKIM/DMARC).

What happens during the time DNS is propagating?

While the domain status is Pending, emails continue to send from the default [email protected] (with your display name if set). Once verification flips to Verified, future emails use your domain. There's no broken state in the middle.

Can I have multiple sender domains?

Currently each Konstantly instance supports one custom sender domain. If you have a use case for multiple (different brands per region, etc.), contact support.

Does this work with strict DMARC policies (`p=reject`)?

Yes. The DKIM record we provide is properly aligned, so emails pass DMARC under any policy you set on your domain.

What if my DNS provider doesn't support TXT records?

Every modern DNS provider supports TXT records — it's the standard record type. If you can't find the option, look for "Custom records" or "Advanced DNS" sections. If you're truly stuck, contact support and we'll help you locate it.

How do I know our emails are actually being authenticated correctly after setup?

The simplest check: send yourself a test email (e.g. invite yourself to a test course), open it in Gmail, click the three-dot menu → Show original. You'll see SPF, DKIM, and DMARC results at the top — all three should show "PASS" once verification is complete.