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ProPilot sends email to listing agents from an address your organization controls - either a ProPilot-managed address that works immediately, or your own branded subdomain once DNS is verified. Replies land back in Messages either way, so the inbox stays the system of record.
Key things to know
  • Two sender modes: the ProPilot domain works instantly; a custom subdomain sends from your own brand after DNS verification.
  • Each mode keeps its own sender name, so you can use different inbox names on the ProPilot domain and your branded domain without breaking the active address.
  • DNS setup is guided per provider, with specific instructions for Cloudflare, GoDaddy, Route 53, and Namecheap - and your provider is usually detected automatically.
  • The private mailbox relay can mirror inbound and outbound copies to any address you choose, while ProPilot remains the system of record.
Related settings: Sender domain setup is part of Basic Setup > Email Setup. Email signature, forwarding, proof of funds, templates, operating hours, and limits are covered in Advanced Settings > Communication.

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Sender domain

Go to Basic Setup > Email Setup and choose your Default sender domain:
  • ProPilot domain - send right away from a ProPilot-managed address. You can pick the name before the @ sign.
  • Custom subdomain - send from your own branded subdomain (for example inbox.yourcompany.com) after verifying DNS.
Each mode stores its own sender name, so switching between them never breaks the currently active address. Click Save email settings when done. Only organization admins can change email settings; members see a view-only notice.

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Set up a branded subdomain

1

Enter your subdomain

Choose the hostname you want to send from, then click Generate DNS records. ProPilot prepares the exact records your registrar needs for outbound authentication and inbound reply routing.
2

Add the records at your DNS provider

ProPilot detects your DNS provider from your domain’s nameservers and preselects matching guidance, with quick links and step-by-step instructions for Cloudflare, GoDaddy, Route 53, and Namecheap. If detection is inconclusive, pick your provider manually. The guidance covers provider quirks - for example, some registrars want a relative host like sg.inbox instead of the full hostname, and Namecheap manages MX records in a separate Mail Settings section.
3

Verify DNS

Back in ProPilot, click Verify DNS. Each record is checked individually; if something fails, fix the flagged items, wait a few minutes for DNS to propagate, and click Verify DNS again.
4

Save

Once verified, the custom subdomain becomes available as your default sender. Click Save email settings.
If you later change the hostname, generate fresh DNS records and verify again. Old records at your registrar are not removed automatically, and replies addressed to the old hostname may stop routing cleanly until you clean them up.

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Signature

In Advanced Settings > Communication > Email Signature, upload an optional Signature image, edit your signature text, and check Use by default. You can also insert into email templates to control exactly where it appears.

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CC, forwarding, and the private mailbox relay

In Advanced Settings > Communication > Email Forwarding:
  • Set a Default CC that is visibly copied on outbound emails.
  • Add relay addresses to mirror copies of inbound mail, outbound mail, or both to any mailbox you choose - your personal Gmail, a shared team inbox, anywhere. ProPilot remains the system of record; the copies are mirrors you can read and reply to.
  • Replying from a relay mailbox routes back through ProPilot: the reply is authorized against your relay address list, sent to the listing agent as a normal outbound message, and recorded in the thread.
Use a real external mailbox as the relay address - your ProPilot sender subdomain itself cannot be used, since that would create a mail loop. For one-off messages, use the Cc/Bcc button in the email composer instead.

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Threading behavior

Replies sent from Messages keep the existing email subject, so they stay in the same thread in the agent’s mail client - including when you insert a template into the reply. New conversations start with the subject you type (or the template’s subject).

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Common questions

Only organization admins; members see a view-only notice.
A custom subdomain must pass DNS verification before it becomes your default sender. Open Basic Setup > Email Setup and check which records are still failing, fix them at your registrar, then click Verify DNS again. DNS changes can take a few minutes to propagate.
No. The records are scoped to a subdomain (like inbox.yourcompany.com), so your root domain’s mail keeps working. The per-provider guidance calls out the cases worth double-checking, such as Namecheap Private Email’s separate MX management.
Threads follow the subject line. Replies from ProPilot keep the existing subject automatically; if you composed a fresh message instead of replying, or edited the subject, the agent’s mail client treats it as a new thread.
Yes - add your address as a relay in Advanced Settings > Communication and choose inbound, outbound, or both. You can even reply from that mailbox and the reply goes out through ProPilot.
Yes. The ProPilot domain and the custom subdomain each keep their own sender name, so you can run different inbox names in each mode.