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Email Setup controls the From address agents see when your team sends email from ProPilot. You choose a default sender domain (the ProPilot domain or your own custom subdomain), set the sender address, and, if you go custom, verify DNS records on your domain provider. Replies stay inside ProPilot in both modes.
Key things to know
  • Propilot domain works immediately with no DNS setup. Custom subdomain needs DNS records added and verified first.
  • Your sender address locks permanently after the first email is sent. This protects existing conversation threads, so choose it carefully.
  • The custom subdomain option stays disabled in the default sender choice until verification passes.
  • Only admins can change Email Setup. Click Save email settings to apply changes.

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Where to find it

Open Settings from the sidebar, then choose Email Setup under Basic Setup. The section is titled Email Domain.

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What you configure

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Which option should I use?

You can configure both and switch the default between them at any time. Replies route into ProPilot either way.

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Set up a custom subdomain

1

Enter your domain

On the Custom subdomain tab, fill in Domain you own (for example acme.com) and Subdomain (for example inbox). ProPilot shows the proposed hostname, such as inbox.acme.com.
2

Add the DNS records

ProPilot lists the exact records to add, including MX records, with Type, Host, Value, and Priority. It also detects which DNS provider manages your domain and shows provider-specific tips, such as whether to enter the host relative to your zone or as the full record name.
3

Verify

Save the records at your provider, then click Verify DNS. Changes usually propagate within minutes (typically 5-30) but can take up to 48 hours. The tab shows a Pending badge until checks pass, then Verified.
4

Set it as the default sender

Once verified, the Custom subdomain option unlocks under Default sender domain. Select it and click Save email settings.

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The sender address lock

The Sender Email field (the part before the @) can be edited until your organization sends its first email. After that, it locks permanently and shows a Locked badge. This prevents broken email threads and missed replies that would happen if the address changed mid-conversation. If you genuinely need to change a locked address, contact support, and note that changing it may break threading on existing conversations.

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What this affects

  • All outbound email - Messages, Bulk Messaging, and email steps in Sequences send from the current default sender.
  • Replies - agents reply to your sender address and those replies appear inside ProPilot.
  • Templates - Message Templates keep their content; only the sending address changes.
  • Trust and deliverability - a verified custom subdomain shows agents an address on your own brand.
For the day-to-day email workflow, see Email Setup in the features section.

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Limitations

  • The sender address locks after the first sent email and can only be changed through support.
  • The custom subdomain cannot become the default sender until DNS verification passes.
  • Only organization admins and owners can change these settings.
  • Email signature, email forwarding, CC/BCC defaults, and reply mirroring are configured separately under Advanced Settings > Communication. The page links there via Open Email Forwarding.

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Common questions

It unlocks only after you complete DNS setup and verification on the Custom subdomain tab. Until the status shows Verified, the default sender stays on the Propilot domain.
Check that every listed record was copied exactly, including Type, Host, Value, and Priority, and watch the provider-specific host tip: some providers want the host relative to your zone rather than the full hostname. Then allow time for DNS propagation - usually minutes, up to 48 hours - and click Verify DNS again.
Yes, until your first email is sent. After that it locks permanently to protect existing threads. Contact support if you must change a locked address.
Replies arrive inside ProPilot. If you also want copies in an external mailbox, set up email forwarding under Advanced Settings > Communication.
Existing sent messages keep the address they were sent from. New sends use the current default sender domain. You can switch between configured options at any time.
Only organization admins and owners. Members see the settings as read-only.