Setting up the Sending Address for your GymSales account

GymSales allows you to configure the sending address (From and Reply To) on emails sent from the application. The default setting is to send emails from the System Address, which uses the GymSales domain of @email.gymsales.net.

You may wish for your emails to appear as though they are being sent from your or your business’s email address instead. You have the option to change this setting for your accounts, but some additional registration steps are required in order to do so.

Changing the default FROM address when sending email

In your General Settings, you can set up your GymSales emails to be sent from either of the following.

Company Address: The address set as Email in the General Settings.
Salesperson Address: The email address of the Assigned Salesperson on a recipient’s Client Profile.

Note: If the lead has no Assigned Salesperson, the default sender will be whichever user is logged in and sending the email, or the Company Address if the email is sent by an Automated Item.

When either of these options is selected, GymSales will begin sending emails from this other address.

GymSales must register your domain with our email service to successfully send emails on your behalf. Once your domain is registered, you can send emails from the GymSales application, but they will be delivered to your leads from your company’s own email addresses. As you manage your own company domain, you’ll also have more control over your email reputation. Companies that register their domains typically enjoy more favorable email reputations, higher deliverability, and fewer emails being delivered to spam. Which means better engagement with your leads and members!

GymSales will handle much of the registration effort, but there will be some steps you must take with your internal email setup. Below we outline this process step by step.

Registering your domain on our email service (Mailgun)

GymSales can register your business’s email domain with our service provider, Mailgun. Once registration is complete, we are verified to send emails from your domain.

To be successful, registration must be a collaborative effort, with some additional configuration steps needed by your business’s email admin. When we register your domain with our email service, the domain is provided with two unique TXT keys:

SPF
DKIM

These keys must then be added by your organization to your DNS (Domain Name System). How to achieve this will vary depending on the DNS your business uses, but here are some links to help documentation for some of the most widely-used DNS providers.

When an email is sent via GymSales, email service providers ("ESPs", such as Gmail, Outlook, etc.) check the headers of the email to verify whether the SPF and DKIM keys are registered and approved for that domain. If the steps above were taken, this will pass, helping to ensure higher email deliverability. If these steps were not taken, emails are likely to be flagged as spam, resulting in a lower email reputation and lower deliverability.

How to register your domain:

Email [email protected] to request your domain registration. Specify which domain you’d like to register, and which email setting you’d like to apply as the default FROM address when sending emails: Company Address or Salesperson Address.
GymSales will register the domain with our email server Mailgun, which generates an SPF Record & DKIM Key. We will respond to your email to provide you these keys.
You must add the SPF Record and DKIM Key to your DNS record. How to do this will vary depending on your ESP (email service provider). Once you’ve done this, reply to GymSales Help.
GymSales will then verify that these configurations are approved in Mailgun. This verification can take up to 24 hours, but is usually quicker.
Once approved, we will update your Gymsales account to use the Company Address or Salesperson Address to send emails for all of your locations.
We’ll then send test emails to confirm it’s working and sending emails from your domain before we close the case.