BookIt - Custom Email Domain Setting

Contents

• Overview
• Setting Up a Custom Email Domain
• Requirements
• Terminology
• Configuration Steps
• SPF Configuration
• DMARC Configuration
• Custom Domain Status Notifications
• Troubleshooting
• FAQs

Overview

The BookIt Custom Email Domain feature allows you to send scheduling emails such as confirmations, reminders, reschedules, and cancellations from your own domain. Instead of using the default BookIt email address, emails can be sent from the meeting host’s address or a designated custom sender. This creates a consistent, professional experience for prospects and reinforces your brand throughout the scheduling process.

Setting Up a Custom Email Domain

Requirements

To use Custom Email Domain, you'll need:

• Access to your DNS provider to add required records
• BookIt Admin permissions
• A domain or subdomain you want to use for sending BookIt emails.

Terminology

Before you begin, it’s helpful to understand the following terms:

• Default/Fallback Email Domain: leandata.com, the domain BookIt uses to send emails when a custom domain is not configured or if DNS records are misconfigured.
• Custom Email Domain: The domain you provide that BookIt will send emails from once configuration is complete and DNS records are verified (e.g. example.com).
• Username: The portion of the email address before the @ symbol (e.g. sales in [e-mail]).
• Display Name: The name shown in the recipient’s inbox for an email address.
• Main Host: The user who receives the meeting count. They are a required attendee for the meeting.

Configuration Steps

Access the Custom Email Domain setting: Navigate to BookIt > Settings > General > Setup > Custom Email Domain Section.

Add your custom domain: Click "Add Custom Domain" and enter your domain, including the top-level domain and without https://. Subdomains are supported (example: meetings.yourcompany.com)

Choose your email configuration: Select one of two options:

• Custom: Customize both the Username (before @) and Display name shown to recipients.
• Main Host: Use the meeting's Main Host’s email Username and Display name.

Generate DNS records: After providing your domain and email configuration, click Generate DNS Records. You will then be shown a modal with DNS records for you to copy.

Close the DNS Records window and click Save Changes on the main BookIt Settings page.

Add records to your DNS provider: Copy the generated DNS records and add them to your DNS provider. Please reference your DNS provider's instructions for this step.

Check DNS configuration: Once DNS records have been added, you can check the status of your DNS configuration by clicking Check Records.

Please note: it may take 24-72 hours for your DNS records to propagate. LeanData will use [e-mail] as the fallback sender email address until your DNS records are verified.

When the DNS records have propagated, clicking Check Records will show a Status of Records Detected. After clicking Save, the setting will become Active and BookIt will begin sending emails on behalf of the custom domain.

SPF Configuration

To authorize BookIt to send emails on behalf of your domain, you may need to update your domain’s SPF (Sender Policy Framework) record. This tells receiving mail servers that Amazon SES is allowed to send emails from your domain.

1. Check if an SPF record already exists in your DNS provider. It will begin with v=spf1.
2. If an SPF record exists, append include: amazonses.com to it.
   • Ex: v=spf1 include:_spf.google.com include:amazonses.com ~all
3. If an SPF record does not exist, create a new TXT record with the following settings:
   • Name/Host: Consult your IT team
   • Type: TXT
   • Value: v=spf1 include:amazonses.com [ending mechanism]

Replace [ending mechanism] with your domain’s policy. Please consult your IT team to determine the appropriate setting for your organization.

DMARC Configuration

To help ensure email deliverability when using a custom domain, your domain must have a valid DMARC (Domain-based Message Authentication, Reporting & Conformance) record.

DMARC builds on SPF and DKIM to tell receiving mail servers how to handle unauthenticated emails sent from your domain.

Your domain must have a TXT record for _dmarc that includes a valid policy (p=). This is necessary for emails sent via Amazon SES to pass authentication checks.

Example of a basic DMARC record (your actual policy may differ):

• Name/Host: _dmarc
• Type: TXT
• Value: v=DMARC1; p=none; rua=mailto:[e-mail]

⚠️ You do not need to use p=none. Work with your IT team to determine the appropriate DMARC policy (none, quarantine, or reject) based on your organization's email security needs.

Custom Domain Status Notifications

BookIt will send notification emails to the LeanData Integration User and any monitoring email addresses when your custom domain status changes. An additional email will be sent to the custom email address if you used that option in your configuration.

BookIt sends notification emails to the LeanData Integration User and any monitoring email addresses whenever the custom domain status changes. If you configured a custom email address, notifications will also be sent to that address.

• When Status becomes Active: BookIt sends an email from [e-mail] to the integration user and all monitoring email addresses. If "Custom" is selected as the configuration option, the custom email address will also receive this notification.

• When Status changes from Active to Inactive: If DNS records become misconfigured, BookIt notifies the same recipients (integration user, monitoring emails, and custom email if configured).
• When configuration updates occur: Any updates to the Custom Email Domain setting while the status is Active will trigger a notification from [e-mail] to the same set of recipients.

Troubleshooting

• DNS records not detected: Make sure the records are correctly added to your DNS provider and allow up to 72 hours for propagation.
• Domain shows as "already in use": This means the domain is currently linked to a different Salesforce org. To proceed, you’ll need to remove it from the other org. If you believe this is an error, please contact LeanData Support.
• Email deliverability issues: Ensure your SPF and DMARC records are properly configured to authorize BookIt to send emails on your behalf.

FAQs

What happens if there's an error sending emails using my custom domain?

• If BookIt encounters an error while trying to send an email using your custom domain, it will automatically fall back to using [e-mail].

Can I use the same custom domain in both sandbox and production environments?

• No. A domain can only be associated with one Salesforce org at a time. If it’s used in a sandbox environment, it cannot be used in production.

Can I use both a main domain and its subdomains in separate environments?

• No. If you configure a main domain, its subdomains are blocked from use in other environments, and vice versa.