# Sending domains, sender addresses, and warm-up

> Set up managed sending from your own domain, publish DNS records, add sender addresses, get sending approval, and grow your daily limit safely.

Canonical: https://help.spacebrain.ai/email/sending-domains-and-warm-up/
Last modified: 2026-09-25T00:00:00.000Z

Managed sending lets Spacebrain send campaigns and automated emails for you from an address on your own domain, such as [news@yourcompany.com](mailto:news@yourcompany.com). This guide walks workspace admins through adding a domain, creating sender addresses, getting approval, and warming up.

Managed sending doesn't create an inbox. To send from a mailbox you already have, see [Connect email accounts](/email/accounts/).

## Before you begin [#before-you-begin]

* **Role:** adding domains and sender addresses, and applying for sending approval, need a workspace admin or owner. Other teammates can view the pages.
* **A domain you control:** you'll need access to its DNS settings at your domain host or registrar. A subdomain, such as mail.yourcompany.com, works well and keeps campaign mail separate from your everyday email.
* **Permission to email your list:** you'll be asked how people agreed to hear from you.
* **Time:** DNS changes can take anywhere from minutes to a day to show up.

## Where to find it [#where-to-find-it]

* **Email → Senders & domains → Sending domains** – add and verify domains.
* **Email → Senders & domains → Sender addresses** – create the From addresses you'll use.
* **Email → Deliverability** – see your approval status, limits, warm-up progress, and placement checks. Its tabs are **Health**, **Warm-up**, and **Placement checks**.

## Step 1: Add your sending domain [#step-1-add-your-sending-domain]

1. Open **Email → Senders & domains** and select the **Sending domains** tab.
2. Under **Add a sending domain**, type your domain, for example `mail.yourcompany.com`.
3. Select **Add domain**. You'll see **Domain added. Publish the DNS records to verify it.**
4. Open **DNS records & verification** on the domain card. Each record shows a **Type**, **Name**, and **Value**, with a copy button beside each.
5. In a new tab, sign in to your domain host and create each record exactly as shown.
6. Back in Spacebrain, select **Refresh** on the domain card to check again.

If the list says **DNS records will appear after provisioning completes. Refresh the status shortly.**, wait a minute and select **Refresh**.

### What you should see [#what-you-should-see]

The badge next to the domain changes to verified once every record is found. If something is wrong, you'll see **Verification needs attention** with the reason. The card may also show a **Custom MAIL FROM** address; that is expected.

> **Note — Copy values exactly**
>
> Most DNS problems come from a missing character or an extra copy of the domain name. Some DNS hosts add your domain to the end of the Name automatically. If yours does, enter only the part before your domain.

## Step 2: Add a sender address [#step-2-add-a-sender-address]

1. Select the **Sender addresses** tab. If no domain is verified yet, you'll see **Verify a sending domain first** with a **Set up a domain** button.
2. Under **Add a sender address**, pick a domain from **Verified sending domain**.
3. Enter the **Sender email address**, for example `news@mail.yourcompany.com`.
4. Enter a **Sender display name**, for example "Example News". This is the name people see in their inbox.
5. Optionally enter a **Reply-to address** so replies reach a real mailbox your team reads.
6. Tick **Use as the default managed sender** if this should be the usual choice.
7. Select **Add sender**. You'll see **Sender address is ready to use.**

The new address appears under **Sender addresses**, which says they're **Available to campaigns and email automations.**

## Step 3: Get sending approval [#step-3-get-sending-approval]

New workspaces need approval before managed sending starts. Open **Email → Deliverability** and look at **Sending safeguards**.

The **Sending approval** row shows one of these:

| Status                 | Meaning                                                    |
| ---------------------- | ---------------------------------------------------------- |
| **Approval required**  | You need to apply before you can send.                     |
| **Warming up**         | Approved. Your daily limit grows as you send healthy mail. |
| **Established sender** | You have a good history and a higher limit.                |
| **Sending paused**     | Sending is on hold. Read the reason on the page.           |

To apply:

1. Select **Apply for sending approval**. (If you're not an admin, you'll see **A workspace admin can apply for approval or a higher limit.**)
2. Under **Tell us about your sending**, fill in **Requested recipients per day**, **Business website**, **What will you send?**, **How did recipients give permission?**, and **Previous sending history**.
3. Submit. You'll see **Request received. Your current sending limit stays in place during review.**

Applying doesn't change your subscription. Later, when **Higher sending limits** says **Ready to apply for the next stage**, you can select **Request higher limit**.

## Step 4: Warm up and watch your limit [#step-4-warm-up-and-watch-your-limit]

Mailbox providers trust new senders slowly. Spacebrain starts you with a small daily limit and raises it as you build a healthy history.

Open **Email → Deliverability → Warm-up**:

* **Current daily allowance** – recipients per day across the workspace.
* **Campaign emails queued** – emails waiting for tomorrow's allowance. They keep their place in the queue.
* **Next daily allowance** – what you'll unlock next. **At ceiling** means you're at the highest level.
* **Progress toward the next stage** – how many delivered messages you still need.
* **Sending domains** – each domain builds its own history. A new domain can have a lower limit than your workspace.

Campaigns are paced through the day. Daily capacity resets at midnight UTC. If you see **Some providers need a slower pace**, a mailbox provider reported delays, and sending to that provider resumes after a short cooldown.

### Connect Gmail feedback (optional) [#connect-gmail-feedback-optional]

Under **Gmail feedback**, select **Connect Google Postmaster** and sign in with the Google account that has access to your verified domain in Google Postmaster Tools. Spacebrain then shows **Spam reports**, **Delivery errors**, **SPF pass**, **DKIM pass**, and **DMARC pass**. You can **Refresh** or **Disconnect** at any time.

## Step 5: Run a placement check [#step-5-run-a-placement-check]

A placement check sends one email to your own inbox so you can see where it lands.

1. Open **Email → Deliverability → Placement checks**.
2. Choose a **Sending address**. The **Test recipient** is your sign-in email.
3. Check the **Subject** and **Message**, then select **Send placement check**. You can send up to five a day, and standard sending charges apply.
4. Find the message in your mailbox. Don't move it yet.
5. Back in Spacebrain, use **Record folder…** to choose **Inbox**, **Promotions**, **Spam**, or **Not found**.

## Understand safety limits [#understand-safety-limits]

Spacebrain protects your sender reputation and your recipients:

* **Recipient protection:** addresses that hard-bounced, complained, or unsubscribed are blocked automatically.
* **Attachments:** not available with managed sending. Share a hosted link instead.
* **Delivery health:** the **Health** tab shows **Hard bounces** and **Spam complaints** for the **Last 24 hours** and **Last 7 days**. If these rise too high, sending is paused.

If sending is on hold, review how your audience gave consent and your recent results, then select **Request reinstatement**. Contacts who bounced, complained, or unsubscribed stay suppressed.

## If something goes wrong [#if-something-goes-wrong]

| What you see                                              | What to do                                                                                                                     |
| --------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------ |
| **Domain could not be added.**                            | Check the spelling. Use a domain you control, without `https://` or `www`.                                                     |
| **Verification needs attention**                          | Compare each DNS record with what's published at your host. Fix it, wait, then select **Refresh**.                             |
| No verified domain appears in **Verified sending domain** | Finish Step 1 first.                                                                                                           |
| **Sender could not be added.**                            | The address must be on a verified domain in this workspace.                                                                    |
| Campaign says it's queued                                 | You've reached today's allowance. The rest sends when capacity resets.                                                         |
| **Sending paused**                                        | Read the reason on **Health**. Clean your list with [Email Verifier](/email/email-verifier/) before you request reinstatement. |

## FAQ [#faq]

### Can I use my main domain? [#can-i-use-my-main-domain]

Yes, but a subdomain is safer. Problems with campaign mail then won't affect everyday email from your main domain.

### Why can't I attach a file? [#why-cant-i-attach-a-file]

Managed sending doesn't support attachments. Upload the file somewhere public and link to it.

### Does sending approval mean my emails will reach the inbox? [#does-sending-approval-mean-my-emails-will-reach-the-inbox]

No. Approval lets you send. Inbox placement still depends on consent, list quality, content, and your history. Use placement checks and **Delivery health** to keep an eye on it.

## Next step [#next-step]

Create the content you'll send: [Templates and deliverability](/email/templates-and-deliverability/).