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

# Email Setup

> Send from a branded subdomain with guided DNS, set sender names and signature, and mirror copies to a private mailbox.

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](/features/messages) either way, so the inbox stays
the system of record.

<Info>
  **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.
</Info>

<Note>
  **Related settings:** Sender domain setup is part of
  [Basic Setup > Email Setup](/settings/basic-setup/email-setup).
  Email signature, forwarding, proof of funds, templates, operating hours, and limits are covered
  in [Advanced Settings > Communication](/settings/advanced-settings/communication).
</Note>

## Sender domain

Go to [Basic Setup > Email Setup](/settings/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.

### Set up a branded subdomain

<Steps>
  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save">
    Once verified, the custom subdomain becomes available as your default sender. Click **Save
    email settings**.
  </Step>
</Steps>

<Warning>
  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.
</Warning>

## Signature

In [Advanced Settings > Communication > Email Signature](/settings/advanced-settings/communication),
upload an optional **Signature image**, edit your signature text, and check **Use by default**.
You can also insert {"{{signature}}"} into email templates to control exactly where it appears.

## CC, forwarding, and the private mailbox relay

In [Advanced Settings > Communication > Email Forwarding](/settings/advanced-settings/communication):

* 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.

## 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).

## Common questions

<AccordionGroup>
  <Accordion title="Who can change email settings?">
    Only organization admins; members see a view-only notice.
  </Accordion>

  <Accordion title="Why isn't my custom domain sending yet?">
    A custom subdomain must pass DNS verification before it becomes your default sender. Open
    [Basic Setup > Email Setup](/settings/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.
  </Accordion>

  <Accordion title="Will adding these records break my existing company email?">
    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.
  </Accordion>

  <Accordion title="Why did my email start a new thread at the agent's end?">
    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.
  </Accordion>

  <Accordion title="Can I get copies of every email in my own inbox?">
    Yes - add your address as a relay in
    [Advanced Settings > Communication](/settings/advanced-settings/communication) and choose
    inbound, outbound, or both. You can even reply from that mailbox and the reply goes out
    through ProPilot.
  </Accordion>

  <Accordion title="Can I use a different sender name on my branded domain?">
    Yes. The ProPilot domain and the custom subdomain each keep their own sender name, so you
    can run different inbox names in each mode.
  </Accordion>
</AccordionGroup>