Set up Your Email Provider

There are two options available to set up your email provider

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• Option 1: Use your own mail provider
• Option 2: Circuly’s SMTP server Mailgun. 

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Option 1

If you choose to go with your own SMTP server > Go to Settings in your circuly Operations Backend > Setup and design > EMAIL SERVER SETTINGS > Add the necessary information for the following settings in the given input field:

• Host
• Password
• Username

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Option 2

If you choose to go with circuly’s SMTP server Mailgun, follow the steps mentioned below:

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• Step 1: Make sure to add the “sender email address” and “reply to email address” in your Settings.
  
  To access the settings > Go to Settings > Emails > GENERAL > Add the necessary information in the “Sender email address” and “Reply-to email address” input field. 

Our team will then create a subdomain in Mailgun for your mail domain. 

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Note: Even though circuly hosts your mail domain, your customers will see your root email domain (service@yourcompanyname.com), that is the from and reply email that you have entered in the Settings. 

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• Step 2: When registering a mail provider, DNS entries are used to set up the necessary configurations for email delivery. circuly will create the DNS records (TXT and MX records) for you to add in your DNS settings of your mail provider. 

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What are TXT and MX records?

• MX (Mail Exchange) Record: The MX record specifies the mail servers responsible for accepting incoming email messages for a domain. It determines where to route email messages addressed to a particular domain.
• TXT (Text) Record: The TXT record stores descriptive text associated with a domain. It is commonly used for purposes like SPF, DKIM, and DMARC configuration, as well as other verification and authentication mechanisms.

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Note: We strongly recommend verifying the MX records, even if you do not feel the necessity to do so, because with many mail providers emails are not delivered since the additional verification layer (which is done via the MX records) is not given. 

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• Step 3: Third step: In addition SMTP credentials will be generated in the circuly SMTP server Mailgun which the Tech Success team will add in our own settings > Email Server Settings. This will make sure that a secure and authenticated connection between the email client or application from your company and the SMTP server is established.

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What are SMTP credentials?

SMTP credentials are the login credentials required to authenticate and authorise access to an SMTP (Simple Mail Transfer Protocol) server. SMTP is the standard protocol used for sending outgoing email messages from an email client or application to a mail server.

• Fourth step: We will then provide you with the created DNS entries so that you can add the DNS entries. 

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Typical steps you will need to go through (may vary depending on your domain provider):

• Access your DNS management interface: Log in to the account where your domain is registered or where you manage your DNS settings. This could be with your domain registrar or DNS hosting provider.
• Locate the DNS management section: Look for a section or option related to DNS management, DNS records, or domain settings. The interface may vary depending on your domain provider, but it typically provides a way to add, edit, or delete DNS records.
• Add or modify the DNS entries: Create new DNS records or modify existing ones based on the requirements provided by your mail provider. Enter the appropriate values for each record type, such as IP addresses, hostnames, or text strings.
• Save the changes: Once you have entered the necessary information, save the changes in your DNS management interface. This will update the DNS records for your domain.

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Wait for DNS propagation: DNS changes can take time to propagate across the internet. It can range from a few minutes to several hours, although it typically happens within a few hours. During this time, the new DNS records may not be immediately visible to all DNS servers worldwide.