Setting Up a Custom Email Domain

Setting Up a Custom Email Domain

By default, Toppal sends affiliate emails (invitations, notifications, payout confirmations) from a `@toppal.io` address using a configurable prefix. Connecting a custom email domain lets you send from your own address (e.g., `affiliates@yourdomain.com`), improving deliverability and brand consistency.

Plan requirement: Custom email domains are available on Standard and Pro plans.

Default Behaviour (No Custom Domain)

Without a custom domain configured, all affiliate emails are sent from:

{prefix}@toppal.io

You can change the prefix at any time in Admin > Customise > Email Sending.

Step 1: Connect Your Domain

1. Navigate to Admin > Integrations > Email.

2. Click Connect Custom Domain.

3. Fill in the following fields:

• Domain -- Your root domain (e.g., `yourdomain.com`). Do not include a subdomain unless you specifically want to send from one.

• From Name -- The display name recipients see (e.g., `Your Marketplace` or `Affiliate Team`).

• From Email -- The full email address to send from. This must use the domain you entered above (e.g., `affiliates@yourdomain.com`).

• Sending Region -- Choose the region closest to your recipients for best deliverability: US East (Virginia), EU West (Ireland), South America East (Sao Paulo), Asia Pacific Northeast (Tokyo).

4. Click Connect Domain to proceed.

Step 2: Verify DNS Records

After connecting, Toppal displays a set of DNS records that you need to add at your domain provider.

Records to Add

Toppal will show you the specific values for each record. Typically these include:

• SPF record -- Authorises Toppal's email infrastructure to send on behalf of your domain.

• DKIM records -- Cryptographic signatures that verify email authenticity.

Adding Records at Your DNS Provider

1. Log in to your DNS provider (e.g., GoDaddy, Cloudflare, Namecheap, Route 53).

2. Navigate to the DNS management section for your domain.

3. Add each record exactly as shown in Toppal -- pay attention to the record type (TXT, CNAME), host/name, and value fields.

4. Save your changes.

Verifying

1. Return to Admin > Integrations > Email in Toppal.

2. Click Check Verification.

3. If the records have propagated, the status will update to Verified.

Note: DNS propagation can take anywhere from a few minutes to 48 hours depending on your provider and TTL settings. If verification fails, wait and try again later.

Step 3: Verified and Ready

• All affiliate emails will automatically send from your custom address.

• The From Name and From Email you configured will appear in recipient inboxes.

• You can send a test email from the integration page to confirm everything is working correctly.

Managing Your Custom Domain

Updating Settings

To change the from name or email address, disconnect the current domain and reconnect with the new settings.

Disconnecting

1. Navigate to Admin > Integrations > Email.

2. Click Disconnect.

3. Confirm the disconnection.

After disconnecting, emails will revert to sending from your {prefix}@toppal.io address.

Troubleshooting

Issue: Verification stuck on "Pending" — Resolution: DNS propagation can take up to 48 hours. Ensure records are added correctly and retry. Issue: Emails landing in spam — Resolution: Confirm both SPF and DKIM records are correctly configured. Check that your domain does not have a restrictive DMARC policy that conflicts. Issue: "Domain mismatch" error — Resolution: The From Email address must use the exact domain you entered in the Domain field.