> ## Documentation Index
> Fetch the complete documentation index at: https://docs.aisync.link/llms.txt
> Use this file to discover all available pages before exploring further.

# Send From Your Own Domain

> Emails to leads go out as your rep, from your business address, and replies go straight to them. About ten minutes, once.

When a rep emails a lead from the dialer, the Inbox or an automation, the lead
should see a real person at your company, not a platform address. Set up your
domain once and every email goes out like this:

> **Maria Gomez** \<[maria@harbordental.com](mailto:maria@harbordental.com)>

and when the lead replies, it lands in **Maria's own inbox**.

```mermaid theme={null}
graph LR
    A[🌐 Enter your domain] --> B[📋 Copy 3 records<br/>into your DNS]
    B --> C[✅ Check DNS<br/>Verified]
    C --> D[✉️ Emails go out<br/>as each rep]
```

## ✅ Before you start

* You're the **account owner** in AI Sync.
* You can sign in to wherever your domain is managed: GoDaddy, Cloudflare,
  Namecheap, Google, Squarespace or similar. If someone else manages it,
  send them the three records from step 2.
* Your domain is a business domain. Gmail, Yahoo, Outlook and other free
  addresses can't be used.

***

## 🧭 Set it up

<Steps>
  <Step title="Enter your domain">
    Go to **Settings → Email Setting** and click **Set up your domain** on the
    *Send from your own domain* card. Type your domain, like `harbordental.com`,
    and click **Continue →**.

    <Frame caption="Enter just the domain: the part after the @ in your business email.">
      <img src="https://mintcdn.com/rizler/mwellvTZK4AVwLF9/images/email-domain/enter-domain.png?fit=max&auto=format&n=mwellvTZK4AVwLF9&q=85&s=339347bb97b63bea2feb99716d716d30" alt="Send from your own domain page with a domain field and Continue button" width="900" height="700" data-path="images/email-domain/enter-domain.png" />
    </Frame>
  </Step>

  <Step title="Add the three records to your DNS">
    AI Sync shows three **CNAME** records. Pick where your domain is managed and
    the page shows exactly where to click there. Add each record with the **Copy**
    buttons so nothing is mistyped.

    Someone else runs your website? Click **Copy instructions for your web
    person** and paste it into an email to them.

    <Frame caption="Three CNAME records. The Status column updates each time you check. Sample data.">
      <img src="https://mintcdn.com/rizler/I_ySFTymcBZwBQbd/images/email-domain/dns-records.png?fit=max&auto=format&n=I_ySFTymcBZwBQbd&q=85&s=80fc8afc7370510b34253f67cd0a8c64" alt="Three CNAME records with Copy buttons and a Found or Not yet status for each" width="900" height="1200" data-path="images/email-domain/dns-records.png" />
    </Frame>

    | Provider | Where | Host / Name field | Value field | Watch out |
    | - | - | - | - | - |
    | GoDaddy | My Products → domain → **DNS** → Add New Record | **Name**: `aisync` | **Value** | |
    | Cloudflare | domain → **DNS → Records** → Add record | **Name**: `aisync` | **Target** | Set **Proxy status** to **DNS only** (grey cloud) |
    | Namecheap | Domain List → Manage → **Advanced DNS** | **Host**: `aisync` | **Value** | Click the green ✓ to save |
    | Squarespace / Google | Domains → domain → **DNS** | **Host**: `aisync` | **Data** | |
    | Other | DNS settings where the domain is registered or hosted | The short name | The value | If it asks for the full name, use `aisync.yourdomain.com` |

    The table shows record 1. Records 2 and 3 work the same way with
    `s1._domainkey` and `s2._domainkey`. Don't change or delete any records that
    are already there.
  </Step>

  <Step title="Click Check DNS">
    Click **Check DNS now**. Leave the page open and it checks again every minute
    by itself. New records usually show up within a few minutes, sometimes up to
    an hour. When all three say **✓ Found**, you land on **Verified**, with a
    preview of exactly what your leads will see.

    <Frame caption="Verified: emails to leads now go out from your domain.">
      <img src="https://mintcdn.com/rizler/mwellvTZK4AVwLF9/images/email-domain/verified.png?fit=max&auto=format&n=mwellvTZK4AVwLF9&q=85&s=a7665df06c8f812141e6a70855b739f5" alt="Verified badge and all DNS records showing Found" width="900" height="660" data-path="images/email-domain/verified.png" />
    </Frame>
  </Step>

  <Step title="Check who emails come from">
    Under **Who emails come from**, set the company address (for example `hello`)
    and your company name. Click **Save**.
  </Step>
</Steps>

***

## 🤖 Or let your AI assistant do it

With Claude, ChatGPT or Codex connected to AI Sync (see
[Connect MCP](/connect-mcp)), paste this:

```text theme={null}
Set up my business email domain in AI Sync so emails to leads go out from my
own domain. Use my AI Sync connection: look up the email domain setup, add my
domain if it isn't there yet, and show me the three DNS records in a simple
table with exactly what to type for my DNS provider. If you can reach my DNS
provider, add them for me (Cloudflare: proxy off). Then check DNS until it's
verified, and tell me in one line when it's done.
```

The same prompt is on the setup page, with a **Copy prompt** button.

* **Your assistant can reach your DNS** (for example Cloudflare's own
  connector): it adds the records itself, and you just approve.
* **It can't:** it gives you a table of exactly what to type, then checks for
  you.

<AccordionGroup>
  <Accordion title="For people building agents: the tools" icon="screwdriver-wrench">
    | Tool | What it does |
    | - | - |
    | `email_domain_get` | Status (`not_set_up`, `pending`, `verified`), the 3 records and a plain `next_step` |
    | `email_domain_setup` | Add the domain; returns the records. Safe to repeat. |
    | `email_domain_check` | Check DNS now. Wait a minute between checks. |
    | `email_domain_sender` | Set the company address (e.g. `hello`) and name |
    | `email_domain_remove` | Remove it. Confirm with the user first. |

    Each record has `host` (full name) and `host_short` (what most providers
    want). Only the account owner can use these. The API behind them is
    `/api/settings/email-domain`.
  </Accordion>
</AccordionGroup>

***

## ✉️ Who each email comes from

| The rep's AI Sync login | Email goes out as | Replies go to |
| - | - | - |
| On your domain, e.g. [maria@harbordental.com](mailto:maria@harbordental.com) | **Maria Gomez** \<[maria@harbordental.com](mailto:maria@harbordental.com)> | Maria |
| Somewhere else, e.g. [sam@gmail.com](mailto:sam@gmail.com) | **Sam Patel** \<[hello@harbordental.com](mailto:hello@harbordental.com)> | Sam's own address |
| No rep involved | The **account owner**, the same way | The account owner |

This covers the dialer's **Email** tab, the **Inbox** and **Send Email** steps
in automations and workflows. For automations, "the rep" is whoever saved the
disposition.

<Note>
  **Before your domain is verified,** emails still send, from the AI Sync
  address, and replies still go to the rep. Nothing breaks while you wait for
  DNS.
</Note>

**Already using your own SendGrid account** under Email Setting? That keeps
working exactly as before. A workflow step that names its own From address
also keeps it.

***

## 📋 SOP: onboarding a client

1. ☐ Client's **account owner** is signed in to AI Sync.
2. ☐ **Settings → Email Setting → Set up your domain**, enter the domain.
3. ☐ The three CNAME records are added in the client's DNS (by them, or whoever runs their website).
4. ☐ **Check DNS** shows **Verified**.
5. ☐ Company address and name saved under **Who emails come from**.
6. ☐ Test: from the dialer, email a contact with **your own** email address. It arrives from the rep's address, and replying goes to the rep.
7. ☐ Tell reps: "Your emails now go out from your work address, and replies come to you."

***

## 🧯 If something is off

<AccordionGroup>
  <Accordion title="Records still &#x22;Not found yet&#x22; after an hour">
    Check each record's **Host** in your provider. The most common mistake is the
    domain added twice, like `aisync.harbordental.com.harbordental.com`: enter
    only the short name. On **Cloudflare**, the proxy must be off (grey cloud,
    "DNS only").
  </Accordion>

  <Accordion title="&#x22;Use your business domain&#x22;">
    Free addresses like Gmail or Outlook can't be set up. Use the domain your
    business email and website are on.
  </Accordion>

  <Accordion title="&#x22;That domain is already set up on another AI Sync account&#x22;">
    Another account already added it. Contact support to move it.
  </Accordion>

  <Accordion title="A rep's emails come from hello@ instead of their name@">
    Their AI Sync login email isn't on your domain. Change their login email to
    their work address in **User Management**, or leave it: replies still go to
    them.
  </Accordion>

  <Accordion title="Emails land in spam">
    Make sure all three records say **✓ Found**. Keep emails personal and short;
    long promotional emails to people who didn't ask for them get filtered
    whatever the setup.
  </Accordion>

  <Accordion title="Switching back">
    Click **Remove domain**. Emails go out from the AI Sync address again at once,
    with replies to the rep. You can delete the three records from your DNS
    afterwards.
  </Accordion>
</AccordionGroup>

<Note>
  **Lead replies don't come into the dialer's Inbox yet.** They go to the rep's
  own email inbox. See [Inbox](/dialer/inbox).
</Note>