JobsiteOn

Set Up Your Company Email Address

Configure your company email for sending from JobsiteOn, including email verification, DNS setup for SPF and DKIM records.

Noah Brooks
Written by Noah BrooksUpdated 3 days ago11 min readBeginner

What this guide covers

This guide walks you through setting up your company email address in JobsiteOn so you can send and receive emails through the inbox. You will learn how to add your email address, verify your domain ownership, configure DNS records for reliable delivery, and test that everything works correctly.

By the end of this guide you will have:

  • Added your company email address to JobsiteOn
  • Verified your email domain ownership
  • Configured SPF and DKIM DNS records for authenticated email delivery
  • Tested that your emails arrive in customer inboxes without landing in spam

Before you begin

Before starting the email setup process, gather the following:

  • Your company email address -- the address you want to send from, such as office@yourcompany.com or info@yourcompany.com
  • Access to your domain's DNS settings -- you will need to add DNS records with your domain registrar or hosting provider (GoDaddy, Namecheap, Cloudflare, Google Domains, etc.)
  • Workspace owner or admin role in JobsiteOn -- only owners and admins can configure company email settings
  • 30 minutes of time -- DNS changes can take up to 48 hours to propagate, but the initial setup takes about 15-30 minutes

Note: If you do not manage your company's DNS records yourself, you may need to involve your IT administrator or the person who manages your domain. The DNS records you will need to add are standard email authentication records.

Step 1 -- Navigate to email settings

  1. Log in to your JobsiteOn workspace
  2. Click Settings in the left sidebar
  3. Navigate to the Company settings section
  4. Find the Email Configuration or Inbox Settings area

This is where you manage your sending email address and domain authentication.

Step 2 -- Add your company email address

  1. Click Add Email Address or Configure Sending Address
  2. Enter your company email address in the field provided (for example, office@yourcompany.com)
  3. Optionally, set a display name -- this is the "from name" that customers see (for example, "ABC Plumbing" or "Smith Roofing Office")
  4. Click Save or Continue

Tip: Choose a professional, general-purpose email address rather than a personal one. Addresses like office@, info@, or hello@ work well because they represent your company rather than an individual. If a team member leaves, you will not need to change anything.

Choosing the right email address

Here are common patterns:

Address Best for
office@yourcompany.com General business communication
info@yourcompany.com Customer inquiries
service@yourcompany.com Service-related conversations
hello@yourcompany.com Friendly, approachable tone

Avoid using personal email addresses like mike@yourcompany.com because all team members send from this single address.

Step 3 -- Verify your email address

After adding your email address, JobsiteOn needs to verify that you own it. The verification process depends on your setup:

Email verification

JobsiteOn sends a verification email to the address you entered. Open that email and click the verification link. This confirms that you have access to the email account.

  1. Check the inbox of the email address you entered
  2. Find the verification email from JobsiteOn (check spam/junk if you do not see it)
  3. Click the Verify Email button or link in the email
  4. Return to JobsiteOn -- your email address should now show as verified

Note: The verification email is valid for 24 hours. If it expires, you can request a new verification email from the settings page.

Step 4 -- Configure DNS records

DNS records are how the email ecosystem verifies that you have authorized JobsiteOn to send email on behalf of your domain. Without proper DNS records, your emails may land in spam folders or be rejected entirely.

You need to add two types of records: SPF and DKIM.

Understanding SPF (Sender Policy Framework)

SPF tells receiving email servers which mail servers are authorized to send email for your domain. When a customer's email provider receives an email from office@yourcompany.com, it checks your domain's SPF record to verify that the sending server is authorized.

Adding the SPF record

  1. Log in to your domain registrar or DNS hosting provider
  2. Navigate to DNS settings for your domain
  3. Add a TXT record with the following details:
Field Value
Type TXT
Host/Name @ (or your domain name)
Value The SPF value shown in your JobsiteOn email settings
TTL 3600 (or default)

If you already have an existing SPF record for your domain (this is common if you use Google Workspace, Microsoft 365, or another email service), you need to merge the new include statement into your existing record rather than creating a second SPF record.

For example, if your existing SPF record is:

v=spf1 include:_spf.google.com ~all

And JobsiteOn asks you to add include:mail.jobsiteon.com, your merged record would be:

v=spf1 include:_spf.google.com include:mail.jobsiteon.com ~all

Tip: You can only have one SPF record per domain. Having multiple SPF records causes authentication to fail. Always merge rather than creating a second record.

Understanding DKIM (DomainKeys Identified Mail)

DKIM adds a digital signature to every email sent on your behalf. The receiving email server uses your domain's public key (published in DNS) to verify that the email was not tampered with in transit and that it was authorized by your domain.

Adding the DKIM record

  1. In your JobsiteOn email settings, find the DKIM section
  2. Copy the CNAME record details provided
  3. In your DNS provider, add a new CNAME record with:
Field Value
Type CNAME
Host/Name The selector value shown in JobsiteOn (e.g., jobsiteon._domainkey)
Value/Target The CNAME target value shown in JobsiteOn
TTL 3600 (or default)
  1. Save the record

DNS propagation

After adding both records, they need to propagate across the global DNS system. This typically takes:

  • 15 minutes to 1 hour for most DNS providers
  • Up to 48 hours in rare cases with slower providers

You can proceed with other setup tasks while waiting for propagation.

Note: Do not worry if verification does not succeed immediately after adding DNS records. Wait at least 30 minutes before troubleshooting, and up to a few hours for slower DNS providers.

Step 5 -- Verify DNS records in JobsiteOn

Once you have added the DNS records and waited for propagation:

  1. Return to your JobsiteOn email settings
  2. Click Verify DNS Records or Check Configuration
  3. JobsiteOn checks your domain's DNS for the required SPF and DKIM records

The verification status for each record shows:

  • Verified (green checkmark) -- the record is correctly configured
  • Pending (yellow clock) -- the record has not been detected yet (may still be propagating)
  • Failed (red X) -- the record was not found or is incorrectly configured

If both records show as Verified, your email setup is complete.

If verification fails

If a record shows as Failed:

  1. Double-check the record values in your DNS provider match exactly what JobsiteOn shows
  2. Verify you used the correct record type (TXT for SPF, CNAME for DKIM)
  3. Check for typos in the host name and value
  4. If you merged SPF records, make sure the syntax is correct with only one v=spf1 prefix and one ~all suffix
  5. Wait another 30 minutes and try again -- propagation may still be in progress

Step 6 -- Send a test email

With DNS records verified, it is time to test that your emails actually reach customer inboxes without issues.

Testing delivery

  1. Go to the Inbox and click Compose
  2. Send a test email to a personal email address you can check (Gmail, Outlook, etc.)
  3. Write a brief test message with a subject like "Test email from JobsiteOn"
  4. Click Send

What to check in the test email

When you receive the test email in your personal inbox, verify:

  • Sender name -- does it show your configured display name?
  • Sender address -- does it show your company email address?
  • Not in spam -- did the email arrive in the inbox (not the spam/junk folder)?
  • Content -- does the message body appear correctly formatted?

Checking email headers

For a more thorough check, open the email headers (this is usually in the "Show original" or "View source" option in your email client). Look for:

  • SPF: pass -- your SPF record is working
  • DKIM: pass -- your DKIM signature is verified
  • DMARC: pass -- domain alignment is correct (if you have a DMARC policy)

Tip: Send test emails to multiple email providers (Gmail, Outlook, Yahoo) since each provider has slightly different spam filtering. If your email passes Gmail and Outlook, you are in good shape for the vast majority of customers.

Step 7 -- Configure your sending preferences

With the technical setup complete, review your sending preferences:

Display name

The display name appears in the "From" field of your emails. Make sure it is:

  • Your company name (not a person's name)
  • Professional and recognizable
  • Consistent with your brand

Reply-to address

By default, replies go to the same address you send from. If you want replies directed to a different address, configure the reply-to setting here.

Email signature

Consider setting up a default email signature that appears at the bottom of all outbound emails. A good signature includes:

  • Your company name
  • Phone number
  • Website URL
  • Business hours (optional)

Troubleshooting

My emails are landing in spam

If your test emails or customer emails are going to spam folders:

  1. Verify both SPF and DKIM records are showing as Verified in JobsiteOn
  2. Check that you do not have multiple SPF records (only one is allowed per domain)
  3. Ensure the email content does not trigger spam filters -- avoid excessive links, all-caps subject lines, or spam-like language
  4. If you have a DMARC policy, make sure it is not set to p=reject while still configuring your records

DNS records are not verifying after 48 hours

If records still show as Pending or Failed after 48 hours:

  1. Use a DNS lookup tool (like MXToolbox or Google's Dig tool) to check if the records are publicly visible
  2. Verify the exact record values match what JobsiteOn requires
  3. Contact your DNS provider's support to confirm the records were saved correctly
  4. Reach out to JobsiteOn support with your domain name so the team can investigate

I see "email not verified" when trying to compose

This means the email verification step (Step 3) was not completed. Check the inbox of your company email address for the verification email. If it expired, go back to Settings and request a new verification email.

FAQ

Can I use a free email address like Gmail or Yahoo?

It is technically possible but strongly discouraged. Free email domains have shared SPF and DKIM records that you cannot modify. This means your emails are more likely to be flagged as spam or rejected. Use a custom domain email address for professional communication.

Can I set up multiple sending email addresses?

This depends on your plan. Check your workspace settings to see if multiple sending addresses are supported. In most cases, a single company-wide sending address is recommended for consistency.

Do I need to set up DMARC too?

DMARC is an additional layer of email authentication that builds on SPF and DKIM. While not required for JobsiteOn to send email, setting up a DMARC policy improves your overall email deliverability and protects against spoofing. If your domain already has a DMARC record, make sure it does not conflict with JobsiteOn's sending.

What if I change my company email address later?

You can update your sending address at any time by returning to the email settings. You will need to reverify the new address and may need to update DNS records if the domain changes. Existing conversations remain intact -- they are not affected by the email address change.

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