Setting Up Dedicated Email Sending Domain and Agent Emails for PRE

Standard Operating Procedure (SOP)

Title:  Setting Up Dedicated Email Sending Domain and Agent Emails for PRE

Last Updated: 4/22/25

Prepared For: Platinum Real Estate & Level Play Digital Implementation Team

Purpose

To define a scalable, professional, and deliverability-safe process for setting up dedicated email sending domains and agent emails within Level Play Digital (GoHighLevel) for all Platinum Real Estate agents.

Scope

This SOP applies to all agent subaccounts created for Platinum Real Estate within Level Play Digital (white-labeled GHL). It outlines how to:

• Use existing agent emails (e.g., jessica@platinumrealestate.com)

• Set up a shared, authenticated email sending subdomain (mail.platinumrealestate.com)

• Configure subaccount email settings

• Ensure deliverability and scalability for over 100 agents

Prerequisites

• DNS for platinumrealestate.com is managed via Cloudflare

• Administrative access to Cloudflare and Level Play Digital (GHL)

• Agent email inboxes already set up (e.g., via Google Workspace, Zoho, etc.)

Step-by-Step Instructions

STEP 1: Configure Dedicated Sending Domain in Cloudflare

1. Log in to Cloudflare and select the domain platinumrealestate.com

2. Navigate to the DNS tab

3. Add the following records for your dedicated sending subdomain mail.platinumrealestate.com

4. Save the DNS records

DNS Record Field Explanations

• CNAME Record:

  • Name = mail

  • Value = mail.api.msgsndr.com

  • Purpose: Points the subdomain mail.platinumrealestate.com to GHL's (MsgSndr) server. This enables secure routing of all outgoing emails.

• TXT Record – DKIM:

  • Name = mail._domainkey

  • Value = [Provided by GHL]

  • Purpose: This DomainKeys Identified Mail record is used to digitally sign your emails so receiving servers know they haven't been tampered with.

• TXT Record – SPF:

  • Name = @

  • Value = v=spf1 include:msgsndr.net ~all

  • Purpose: Authorizes GHL’s mail servers to send email on behalf of your domain, improving trust and deliverability.

• TXT Record – DMARC:

  • Name = _dmarc

  • Value = v=DMARC1; p=none; rua=mailto:your@domain.com

  • Purpose: Tells email providers how to handle failed SPF/DKIM checks and where to send reports. p=none means monitor only.

STEP 2: Add the Sending Domain in GHL (Level Play Digital)

1. Go to Settings > Email Services > Dedicated Domain

2. Click Add Domain and enter: mail.platinumrealestate.com

3. GHL will provide the required SPF/DKIM/DMARC records (already added in Step 1)

4. Wait for GHL to verify the domain. Once verified, it becomes usable in all subaccounts.

STEP 3: Set Up Agent Email in Subaccount Settings

For each agent subaccount:

1. Go to Subaccount > Settings > Business Info

2. Under "Company Email" or "From Email" use the agent's existing email address:

   • e.g., jessica@platinumrealestate.com

3. Set the "From Name" to the agent's full name

4. Ensure the sending domain is automatically tied to mail.platinumrealestate.com

Important: Emails will appear to come from the agent's personal address, but GHL will authenticate them through the mail. subdomain, protecting deliverability.

✅ Best Practices

• Use one dedicated sending domain (mail.platinumrealestate.com) for all agents.

• Never send bulk/automation emails directly from the root domain (platinumrealestate.com).

• Avoid creating a new sending domain per agent—it is unnecessary and unmanageable at scale.

• Ensure SPF, DKIM, and DMARC are correct and monitored using Postmark, GlockApps, or DMARCian.

 Scaling to 100+ Agents

Troubleshooting Tips

Optional Enhancements

• Set up a branded reply alias like support@platinumrealestate.com

• Add Gmail or Outlook integration for unified inbox management

• Use GHL's Workflow system to tag emails and assign leads by agent automatically

Summary

Additional Information from GHL

End of SOP