Email sending
How to make your company's emails go out from your own address (for example info@yourcompany.ie) instead of "Your Company (via FSMCore)": adding your domain, the DNS records to copy, the statuses, Check now, and removing the domain again.
What it is for
Without any set-up, the emails FSMCore sends for your company go out from FSMCore's own address, with the name "Your Company (via FSMCore)". They arrive, but some mail filters treat an email like that as spam or phishing, because the name says one company and the address says another.
Email sending lets you use your own domain. Once the domain is verified, emails go out from your own address, with your own name, and without "(via FSMCore)".
The section is on the company settings page. Open Settings, then Company, and scroll to Email sending. It sits between Features and Invoice categories.
The section looks different in three situations:
| Situation | What you see |
|---|---|
| No domain set up | A short explanation, four fields and the Set up domain button. |
| Domain added, not verified | A status badge, five numbered steps, the DNS records to copy, and the Check now and Remove buttons. |
| Domain verified | A status badge, the line Emails go out as:, three fields, and the Save sender, Send test email and Remove buttons. |
On a phone the buttons of the section are full width and sit one under the other.
Who can use it
| Role | What they can do |
|---|---|
| Owner | Everything in this section. |
| Admin | Everything in this section. |
| Supervisor | No access. The company settings page is not open to them. |
| Crew | No access. |
| Accountant | No access. |
Every button checks again that you are an owner or admin of this company before it does anything.
When the section is missing
The Email sending section is only there when FSMCore has own-domain sending switched on for the whole platform. This is not a setting of your company and you cannot switch it on yourself.
When it is switched off:
- There is no Email sending section on the company settings page.
- Every company sends as "Your Company (via FSMCore)".
- A domain that was verified earlier is not used either.
Changes apply immediately
The section says: Changes in this section apply immediately. The Save button at the bottom is for the other settings on this page.
- The section has its own buttons. Each one does its work the moment you press it.
- The page's Save button does not save this section and does not check its fields.
- Pressing Enter in one of the section's text fields does nothing. Use the section's buttons.
Before you start
With no domain set up, the section says:
- Send emails from your own address (for example info@yourcompany.ie) instead of “Your Company (via FSMCore)”. Emails from your own domain are far less likely to be caught by spam and phishing filters.
- Before you start: you need access to the DNS settings of your domain (usually where you bought the domain or where your website is hosted). The From address should be a real mailbox you read, because replies go there.
So you need two things:
- Someone who can sign in where your domain's DNS is managed and add records there.
- A real mailbox on that domain, for example info@yourcompany.ie.
Set up your domain
- Open Settings, then Company, and scroll to Email sending.
- Fill in Domain, for example yourcompany.ie.
- Fill in From address: the part before the @, for example info.
- Fill in From name and Reply-To if you want them. Both are optional. See Fields.
- Press Set up domain.
A toast confirms it: yourcompany.ie added, with Add the DNS records shown, then use “Check now”. Verification usually completes within an hour of the records going live.
The section now shows the DNS records. Nothing changes for your emails yet. Carry on with Add the DNS records.
If a field is wrong, the message shows under that field and nothing is added. See Common mistakes. If the mail provider cannot add the domain, the toast says Could not add the domain with the reason.
Fields
Domain
Your own domain, for example yourcompany.ie. The helper text says Only the domain, e.g. yourcompany.ie. At most 253 characters.
You can paste a web address or an email address. FSMCore cuts it down to the bare domain: "https://", "www.", anything after the first slash, and the part before an @ are removed, and capitals become small letters. So "https://www.YourCompany.ie/contact" and "info@yourcompany.ie" both become yourcompany.ie.
The domain is only asked when you set up. It cannot be changed afterwards. See Change to another domain.
From address
The part before the @, for example info. The domain is shown after the field. At most 64 characters. The helper text says The part before @. Use a mailbox that exists.
Use letters, numbers, dots or hyphens. Do not type an @ or a space.
From name
Optional. The name people see beside the address. At most 255 characters. The helper text says Leave empty to use Your Company., with your company's name. Left empty, your company's name is used.
Reply-To
Optional. A full email address, at most 255 characters. The helper text says Optional. Only if replies should go to a different address.
Left empty, replies go to the From address.
Add the DNS records
After Set up domain, the section shows a badge with your domain and its status, for example yourcompany.ie · Checking DNS…, and five steps:
- Log in to the company that manages DNS for yourcompany.ie.
- Add each record below exactly as shown. Use the copy buttons. Do not delete or change your existing records; these are new ones and do not affect your current email or website.
- In the Name field, some DNS providers want only the first part (e.g. resend._domainkey), others want the full name (resend._domainkey.yourcompany.ie). If the provider adds the domain automatically, enter only the first part.
- If your DNS is on Cloudflare, set these records to 'DNS only' (grey cloud).
- Wait 10 to 30 minutes. This page updates by itself; Check now only refreshes the status. It can occasionally take up to 48 hours. We also check automatically every 10 minutes and you will get a notification when it is verified.
Below the steps are the progress line and the DNS records table. Under the table the section says Until this is verified, emails keep going out as “Your Company (via FSMCore)”.
If the last check could not reach the mail provider, a red line Last check: shows the reason.
While the domain is waiting, the section shows no fields. You can change the From address, From name and Reply-To again once the domain is verified.
DNS records table
One row for each record you must add.
| Column | Shows |
|---|---|
| Purpose | What the record is for: Proves emails really come from you (signature), Allows our mail servers to send for you, Receives bounce reports (not your normal email), or Required. |
| Type | The record type, for example TXT or MX, with the mail provider's own label beside it (for example DKIM). |
| Name | The short name (the first part). When the full name is different, it is shown underneath in grey. Each has its own copy button. |
| Value | The value to paste, with a copy button. |
| Priority | The priority, with a copy button. Only some records have one. "-" when there is none. |
| Status | Verified (green), Failed (red) or Waiting (amber), for this one record. |
Press a copy button to copy that value. A small Copied note shows for a moment.
Watch the progress
Above the table, one line tells you how far it is: for example 2 of 3 records verified. followed by Not checked yet. or Last checked 4 minutes ago.
Under it: This updates automatically. You do not need to reload or press Save.
You can simply leave the page open:
- While the domain is waiting, the section refreshes itself every 30 seconds.
- FSMCore reads the status from the mail provider every 10 minutes for a domain that is not verified yet. It does this for 7 days after you set the domain up, and again for 7 days from the moment a verified domain stopped verifying. After that, press Check now.
- A domain that is still on Checking DNS… two hours after set-up is sent for a fresh DNS check, at most once every 2 hours, during those 7 days. A domain that stopped verifying is sent for a fresh check at the same pace, at most once every 2 hours, during its 7 days.
- A verified domain is read again once a day, to notice records that were removed.
- The mail provider also tells FSMCore when the status of your domain changes, and the section is updated then.
When the domain turns verified while the page is open, the section switches by itself and a toast says Domain verified.
Statuses
The badge at the top of the section shows the domain and one of these statuses.
| Status | Colour | Meaning |
|---|---|---|
| Not started | Grey | The check has not begun. |
| Checking DNS… | Amber | The mail provider is looking for your records. |
| Verified | Green | All good. Emails go out from your own address. |
| Partly verified | Amber | Some records are found, others not yet. |
| Partly failed | Red | Some records failed. |
| Failed | Red | The records were not found or are wrong. |
| Temporary failure | Red | The check failed for now. |
| Unknown | Grey | The mail provider gave a status FSMCore does not know. |
Only Verified switches the sender to your own address. With every other status, emails keep going out as "Your Company (via FSMCore)".
Check now
Check now is shown while a domain is added and not verified. You do not have to press it: the page updates by itself. Use it when you have just added the records and want to see the current state.
Press Check now. The button shows a spinner and Checking... for a moment, and cannot be pressed twice.
It reads the current status from the mail provider. It asks the mail provider to check your DNS again only when that was never asked, when the status is a failure, or when the last request is more than 30 minutes old. So pressing it again and again does not speed anything up.
One of these toasts tells you the result:
| Toast | Meaning |
|---|---|
| Domain verified. with Emails now go out from info@yourcompany.ie. | It is done. The section switches to the verified view. |
| Asked Resend to check your records again. with Results appear here within a few minutes. This page updates by itself. | A fresh check was started at the mail provider. |
| 2 of 3 records verified. with The rest can take a few more minutes. This page updates by itself. | Some records are found. Wait for the rest. |
| Not verified yet. with Check that the records below are added exactly as shown. This page updates by itself. | No record is found yet. |
| Check failed with the reason | The mail provider could not be reached or refused. Try again later. |
When it is verified
The section now shows:
- The badge, for example yourcompany.ie · Verified.
- Emails go out as: followed by the sender, for example
Your Company <info@yourcompany.ie>. When a Reply-To is set, the line ends with , replies to and that address. - Keep these DNS records in place. If they are removed, emails automatically go back to “Your Company (via FSMCore)” and you will be notified.
- The fields From address, From name and Reply-To, which you can change.
The DNS records table is no longer shown. Leave the records where they are at your DNS provider.
Change the sender
- Change From address, From name or Reply-To.
- Press Save sender. The page's Save button does not save these fields.
A toast confirms it: Email sending saved, with Emails go out as: and the new sender. The next email uses it. No new DNS records are needed.
Send a test email
Press Send test email. FSMCore sends one real email at once to your own sign-in email address, the same way emails to your clients go out.
- Sent: the toast says Test email sent to and your address, with Sent as: and the sender.
- Not sent: the toast says Test email failed with the reason.
The email has the subject Test email from Your Company and says:
- This is a test email from Your Company's FSMCore account.
- It was sent as and the sender, for example
Your Company <info@yourcompany.ie>. - If it reached you here, emails to your clients will go out the same way.
Check your inbox, and the spam folder, to see how it arrived.
Who emails come from
This applies to the emails FSMCore sends in your company's name, for example an invoice emailed to a client, and to the reset password email.
| No verified domain | Verified domain | |
|---|---|---|
| Name | "Your Company (via FSMCore)" | The From name, else your company's name. No "(via FSMCore)". |
| Address | FSMCore's own address | Your From address on your domain. |
| Replies go to | The company email address saved in company settings. If none is saved, replies go to FSMCore's address. | The Reply-To address when you set one. Otherwise the From address. |
The company's name is the trading name. If there is none, the legal name. If there is none either, the company name.
A domain that is added but not verified changes nothing: emails keep going out the first way until the status is Verified.
Remove the domain
The red Remove button is shown whenever a domain is set up, verified or not.
- Press Remove.
- A window asks Remove yourcompany.ie? and says Emails will go back to going out as “Your Company (via FSMCore)”. To use a different domain, remove this one and set up the new one.
- Press Remove domain.
A toast confirms it: yourcompany.ie removed, with Emails go out as “Your Company (via FSMCore)” again. The section goes back to the set-up fields.
If the mail provider cannot remove it, the toast says Could not remove the domain with the reason, and the domain stays.
You can delete the DNS records at your DNS provider afterwards. FSMCore does not do that for you.
Change to another domain
A company has one sending domain, and the domain cannot be edited.
- Remove the domain.
- Set up the new domain and add its DNS records.
Until the new domain is verified, emails go out as "Your Company (via FSMCore)".
FSMCore refuses the other ways:
- A second domain while one is set up: This company already has a sending domain. Remove it first to set up a different one.
- A change of the domain itself: The domain cannot be changed once set up. Remove it and set up the new domain.
What happens after
- When the domain becomes verified, every owner and admin of the company gets a green notification in the bell: Email sending domain verified, with Emails now go out from info@yourcompany.ie. It is sent once, at the moment the domain turns verified.
- From that moment, emails go out from your own address. You do not need to press anything.
- Adding, changing and removing the domain is recorded: who did it and when.
- No email is sent about the status of the domain. The news comes in the bell and on this page.
If it stops verifying
If the DNS records are removed or changed later, the domain stops being verified. FSMCore notices at the daily check, or sooner when the mail provider reports it.
- From the moment FSMCore notices, emails go back to "Your Company (via FSMCore)" by themselves.
- Until FSMCore notices, emails keep going out from your own address. That can last up to a day. In that time the receiving side may reject them or put them in spam, because your domain no longer vouches for them.
- Every owner and admin gets a red notification in the bell: Email sending domain stopped verifying, with Email sending domain yourcompany.ie stopped verifying. Emails are going out as Your Company (via FSMCore) until it is fixed. It is sent once.
- The section shows the DNS records and Check now again. Put the records back. For 7 days from the moment the domain stopped verifying, FSMCore checks it again by itself every 10 minutes, so it turns Verified without you pressing anything. Check now is quicker. After those 7 days FSMCore stops looking: press Check now.
Warning: do not remove or change the DNS records while your company sends emails from its own address. Remove the domain here first (see Remove the domain). Emails sent between the DNS change and the moment FSMCore notices, up to a day, still go out from your own address and may be rejected by the receiving side.
When the domain verifies again, you get the green notification and emails go out from your own address again.
Common mistakes
There is no Email sending section. Own-domain sending is not switched on for the platform, or you are not an owner or admin. See When the section is missing.
I pressed Save and the domain was not set up. The page's Save button is for the other settings. Use Set up domain or Save sender.
"Enter the domain you send email from, e.g. example.ie." The Domain field is empty.
"“...” is not a valid domain name. Enter just the domain, e.g. example.ie." What you typed is not a domain. Type only the domain, with a dot in it, for example yourcompany.ie.
"fsmcore.com belongs to the platform. Enter your own company's domain." You typed FSMCore's own domain or one of its subdomains, such as your company's FSMCore web address. Use the domain of your own email.
"... is already set up by another company on this platform." A domain can be used by one company only. If it is your domain, the other company has to remove it first.
"Enter the part of the From address before the @, e.g. info." The From address field is empty.
"“...” is not a valid email address. Use letters, numbers, dots or hyphens only, no @ or spaces." Type only the part before the @ in From address, for example info.
The Reply-To is refused. Reply-To must be a full, valid email address, for example office@yourcompany.ie. Or leave it empty.
"No DNS records were returned yet. Use “Check now” to fetch them again." The mail provider has not given the records yet. Press Check now.
The status stays on Checking DNS… for hours. Check each record at your DNS provider against the table: the name, the value and the priority. Check whether your provider wants the short name or the full name. On Cloudflare the records must be DNS only. It can take up to 48 hours.
I keep pressing Check now and nothing changes. Check now mostly only reads the status. Unless the status is a failure, a fresh DNS check is asked for at most once every 30 minutes. Leave the page open and wait.
A record shows Failed. That record is missing or wrong at your DNS provider. Correct it, then press Check now.
Emails still say "(via FSMCore)". The domain is not Verified yet, or it stopped verifying. Look at the badge at the top of the section.
Replies arrive in the wrong mailbox. Replies go to the Reply-To address when one is set, otherwise to the From address. Change it and press Save sender.