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Overview

By default, HaloAgents sends emails from the shared haloagents-mail.com domain. Setting up a custom sending domain lets you send from your own domain (e.g., [email protected]), which:
  • Looks more professional and on-brand to your customers
  • Improves email deliverability with proper SPF and DKIM authentication
  • Builds trust — customers see your domain, not a third-party one
Even with a custom sending domain, the Reply-To address still routes through haloagents-mail.com to ensure replies come back to your HaloAgents inbox. This is invisible to customers — they just hit “Reply” as normal.

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Step 1: Add your domain

  1. Go to Settings > Emails > Domains & Addresses
  2. Click Add custom domain
  3. Enter your root domain (e.g., yourcompany.com)
  4. Click Add domain
HaloAgents will register your domain with our email provider and display the required DNS records.

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Step 2: Add DNS records

After adding your domain, you’ll see a table of DNS records that need to be added at your DNS provider (e.g., Cloudflare, Namecheap, Route53, GoDaddy). You’ll typically need to add:
TypePurposeExample NameExample Value
TXTSPF (authorizes sending)@v=spf1 include:mailgun.org ~all
TXTDKIM (email signing)halomail._domainkey(provided by HaloAgents)
CNAMETrackingemailmailgun.org
If you already have an SPF record on your domain, don’t create a second one. Instead, add include:mailgun.org to your existing SPF record. Having multiple SPF records will cause delivery failures.

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Provider-specific instructions

  1. Log in to Cloudflare
  2. Select your domain
  3. Go to DNS > Records
  4. Click Add record for each DNS record shown in HaloAgents
  5. For CNAME records, make sure the Proxy status is set to DNS only (gray cloud)
  6. Click Save

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Step 3: Verify your domain

  1. Go back to Settings > Emails > Domains & Addresses
  2. Find your domain and click Check DNS
  3. If all records are configured correctly, the status will change to Verified
DNS changes can take anywhere from 5 minutes to 48 hours to propagate. If verification fails, wait a few minutes and try again. You can click Check DNS as many times as you need.

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Step 4: Add email addresses

Once your domain is verified:
  1. Click Add email address
  2. Enter an address on your domain (e.g., [email protected])
  3. Set the Name (e.g., “Support”) — this is the sender name shown to recipients
  4. Click Add address
When you add an address, HaloAgents automatically sets the email alias for any team members whose account email matches the domain (e.g., [email protected] → alias matt).

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Step 5: Configure sending

  1. Go to the Email Settings tab
  2. Under Default from address, select your new address
  3. Optionally set a separate AI agent from address
  4. Choose a Reply-from behavior — see Sending Settings for details on teammate mode

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What your customers see

After setup, emails from your HaloAgents inbox appear like this in your customer’s email client: 
from:      Support from YourCompany <[email protected]>
reply-to:  Support from YourCompany <[email protected]>
mailed-by: yourcompany.com
signed-by: yourcompany.com
With teammate mode enabled, each team member sends from their own address: 
from:      Matt from YourCompany <[email protected]>
The customer sees your brand in the From field. When they reply, the email routes through haloagents-mail.com back to your HaloAgents inbox automatically. See Sending Settings for all display options.

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Troubleshooting

  • Double-check that you’ve added all the DNS records exactly as shown
  • Make sure there are no typos in the record values
  • If using Cloudflare, ensure CNAME records are set to DNS-only (gray cloud, not orange)
  • Wait at least 15 minutes after adding records before retrying
  • Use a tool like MXToolbox to verify your DNS records are publicly visible
  • Verify that both SPF and DKIM records are set up correctly
  • Make sure you don’t have conflicting SPF records (only one TXT record starting with v=spf1 is allowed)
  • Check that your domain isn’t on any email blacklists
  • Start with a small volume and gradually increase to build sender reputation
If your domain already has an SPF record (common if you use Google Workspace, Microsoft 365, etc.), you need to merge them. For example:Before: v=spf1 include:_spf.google.com ~allAfter: v=spf1 include:_spf.google.com include:mailgun.org ~allSimply add include:mailgun.org before the ~all or -all at the end.