OfficeRnD's Member Portal users receive emails for various system events, such as booking a Meeting Room, raising an invoice, or requesting a password reset. By default, these emails are sent from [email protected].
If you want to use a different email address to act as the sender of the OfficeRnD automated emails, you must define it in the Email field available under Settings > Account Details > Emails & Notifications. Alternatively, you can set up different custom "From" addresses for each location. You can read more about that in this help article.
When using a custom email address to send emails from OfficeRnD, you should take several steps to ensure your messages are not caught in your members' spam filters. We require that you add SPF, DKIM, and CNAME records to your domain DNS (Domain Name Service).
This article will walk you through the process of adding and configuring each step.
Glossary
Sender Policy Framework (SPF) is an anti-spam technique used by email services to ensure that the emails they receive come from your server. You must add entries to your domain's DNS records to enable it. This will tell your customers' email servers that the emails they receive are legit.
DomainKeys Identified Mail (DKIM) is an authentication mechanism that helps protect both email senders and receivers from forged and phishing emails.
DMARC (Domain-based Message Authentication, Reporting & Conformance) is an email authentication protocol that helps prevent email spoofing. It allows domain owners to specify how email receivers should handle messages that fail authentication checks, such as SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail). Read more below ↓
We strongly advise against IP-based email filtering, as IP addresses may change and disrupt email delivery. SPF and DKIM authentication records provide superior security and reliability.
Verify your domain
The steps for enabling domain verification may differ based on the specifics of your email server. These are the basic steps you must follow.
Go to Settings > Account Details > Emails & Notifications.
Enter your custom From email into the From field.
In the From field, click Verify to let the system verify the email domain.
You might receive an error message.
If you get a "Domain is not enabled" error, click Enable to enable it and verify the new domain name.
If you get a "Domain is already registered" warning, the domain has already been registered in Mailgun. Contact Mailgun support to investigate.
Note: You'll need administrative access to your domain DNS to complete the next steps.
Sign in to the DNS provider for your domain.
Open your DNS records for editing.
Add a TXT (SPF) record with key
<domainName>and value:v=spf1 include:spf.officernd.com ~all
If you are using multiple email servers and want an SPF record for each, you should NOT set up a separate TXT record for each. Instead, you must include the different servers in the same record. Example: v=spf1 include:spf.officernd.com include:myemailserver.com ~all
Please always place spf.officernd.com first. This will resolve the issue even if the other SPF records exhibit issues.Add a TXT (DKIM) record with key rndemail._domainkey.<domainName> and the value copied from the Add DKIM record section in OfficeRnD.
Set a CNAME record with key rnd-email.<domainName> and value:
rnd-email.officernd.com
Important: DNS changes may take up to 24-48 hours to propagate fully.
Configurе the DKIM record in Namecheap
In some hosting providers, such as https://www.namecheap.com, when you configure the DKIM record as TXT:
The host part should contain rndemail._domainkey (you shouldn't add the domain name)
The key needs to include v=DKIM1, and it looks like this:
v=DKIM1; k=rsa; p=MIGf.......(key continues)
Configurе the DNS records in Cloudflare
If your hosting provider is https://www.cloudflare.com, you'll find that as you configure the DNS records, you'll be asked to define them as either proxied or DNS only. Ensure you use the DNS-only option, as OfficeRnD cannot verify proxied records.
Verify the From еmail in OfficeRnD
Return to OfficeRnD and click Verify. If all three records (SPF, DKIM, CNAME) tasks are recognized as Completed in OfficeRnD, you will see an Active tag under the From Email field. Otherwise, they will be tagged as Pending.
Click Update.
If you use a restrictive DMARC policy
Since mid-2025, major email providers, including Google and Yahoo, have tightened authentication requirements, making DMARC (Domain-based Message Authentication, Reporting, and Conformance) mandatory for all senders. These changes mean every organization must define a DMARC policy to ensure its messages are properly authenticated and not rejected or marked as spam.
If you have set a restrictive DMARC policy for your domain, you may encounter issues during the setup of your custom domain once you have changed the 'From' email, but before completing the verification process.
To resolve them, you can do either of the following:
Set your DMARC policy to
p=none.Complete the domain verification (see above ↑).
We recommend verifying your domain instead of modifying your DMARC policy. Please note that the process may take 12–24 hours.
After verifying your domain, you can freely send emails to your members without them being filtered and rejected.
If an email failed to send during this period (after changing the 'From' address but before fully verifying your domain), resending it won't help, as it will still be sent from officernd.com, which causes the restrictive DMARC policy to fail.
For more information on DMARC policies, we recommend reading the following external resources: