> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/admin-overview/manage-delivery-settings.md). # How to Manage Email Delivery Settings ### Before you begin (Prerequisites) * **Permissions**: You must be an **Administrator**. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). * **DNS access**: To add domain authentication records, you need access to your domain registrar's DNS settings. ### Instructions #### Set the sender and reply-to address When creating or editing a newsletter, the **Delivery Options** section sets who the email comes from and where replies go. These apply to outgoing newsletters and automated email notifications. * **From** — the sending address members see in their inbox. * **Reply-To** — where member replies are directed. #### Send from another person's address To send on behalf of a staff member or a role address (for example `membership@` or `reservations@`): 1. The person must first be a platform user. Open **Manage Users** and invite them if they are not already a user. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). 2. Next to the user, click **Request** under the **Send From** column. Peoplevine emails them a request to send on their behalf. 3. The user clicks **Approve** in that email. Once approved, you can select their address as the **From** or **Reply-To** on a newsletter. > **Note**: Only an Administrator can request Send From access. #### Authenticate your sending domain (SPF, DKIM, DMARC) Domain authentication is the most important step for staying out of spam. Peoplevine sends outbound email through **SendGrid**, so your domain needs **SPF**, **DKIM**, and **DMARC** records that authorize it to send. 1. Request your account's current **SPF**, **DKIM**, and **DMARC** record values from your **Account Manager** or the Peoplevine **onboarding/support team**. These are account- and region-specific, and the exact values can change — always use the values they provide rather than copying them from elsewhere. 2. Add the provided records at your domain registrar's DNS. If you already have an SPF record, your Account Manager will tell you what to append rather than replace it. 3. After adding the DKIM records, email **** to finish DKIM setup — include the email address your messages send from. 4. SendGrid then sends a final email with an additional **CNAME** to complete sender authentication. If you don't receive it, ask your Account Manager. > If you also use a custom member-portal domain, your Account Manager will provide the matching CNAME and verification records. > **One SPF record only**: A domain can have only one SPF TXT record. If you already have one, **combine** the Peoplevine include into it rather than adding a second. If the record exceeds 10 `include:` lookups it will fail DNS resolution — use an SPF flattening tool to reduce it. > **Warning**: Set up DMARC carefully. An incorrect DMARC record — or one without correct SPF and DKIM in place — can send your emails straight to spam. Start with a monitor-only policy and tighten it only once SPF and DKIM are confirmed. #### Validate your records After DNS propagates (allow up to 24–48 hours), verify your records with a DNS lookup tool: * **EasyDMARC** (easydmarc.com) — separate SPF, DKIM, and DMARC lookups. Use `pv` and `pv2` as the DKIM **selectors** when prompted. * **MXToolbox** (mxtoolbox.com) — an all-in-one check at `https://mxtoolbox.com/domain/yourcompany.com/` (replace with your web address). * **DKIM Validator** (dkimvalidator.com) — sends a test email to a unique address and reports whether DKIM signing works end to end. > **Whitelisting**: If your IT team needs to whitelist Peoplevine's sending servers, request the current list of sending IP addresses from Support. > **Note**: All outbound email is now sent through Peoplevine's managed email infrastructure. Custom email servers / SMTP gateways are **no longer supported** — there is no email-server configuration required on your end. Focus on domain authentication (SPF, DKIM, DMARC) above so your domain is authorized to send. ### Send an important message to opted-out members Enabling **Send as priority message** on a newsletter (under the newsletter details) overrides opt-out preferences for that send. Peoplevine's own help text notes it is "for urgent or safety-related messages only." > Reserve it for genuinely important messages (facility closures, security notices, billing failures). Sending non-critical email to opted-out members can damage your brand and may violate spam law. ### Troubleshooting: a member didn't receive an email * **Opt-out status**: If the member's email status is opt-out (shown in red), no emails reach them. With the member's consent, re-opt them in by editing the profile and checking the box under the email field. Opt-out is per company — in a global network, a member opts out of each company separately. * **Wrong address**: A typo — or an address the mail server rejected — auto-switches the member to opt-out. If a profile flips from opt-in to opt-out right after a send, a bad address is the likely cause. * **Spam report**: If a member marks one of your emails as spam, Peoplevine stops sending to them (auto opt-out) to protect deliverability for the rest of your database. * **Gmail tabs**: Emails may land in Gmail's Promotions, Updates, or Social tabs. A large send with similar subject, body, and timing reads as promotional — triggering messages through automation at different times helps avoid this. ### How Peoplevine reduces spam filtering Out of the box, Peoplevine adds several safeguards to outbound marketing and transactional email: * Sends a plain-text version alongside the HTML. * Adds a list-unsubscribe header to marketing emails. * Includes your company name, address, and contact info in the footer automatically. * Uses full (not shortened) URLs and keeps tracking and padding lightweight. On your side: add ALT tags to your images, avoid shortened URLs, and — most important — **don't buy lists; let members subscribe to you directly**. To test an email, use a SpamAssassin-based checker such as **Mail Tester** (mail-tester.com). *** *Last updated: 2026-07-02* --- # Agent Instructions This documentation is published with GitBook. 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