Use this checklist every time you set up a new domain for sending emails through PandaDash / GHL / LeadConnector.
Domain Setup Overview
This guide explains what to do if you have just a root domain, and what to do if you are sending from subdomains (like engage.yourdomain.com, reply.yourdomain.com).
Setting up proper email authentication is critical for ensuring your messages reach recipients' inboxes rather than being marked as spam or rejected entirely.
SPF Setup for Root Domain
If Sending Only From Root Domain (e.g., yourdomain.com):
- Create ONE TXT record for SPF at the root (yourdomain.com).
- Value should be:
v=spf1 include:_spf.google.com include:mailgun.org include:spf.leadconnectorhq.com ~all
Root Domain Example Record
The "@" symbol represents the root domain in DNS configuration. This single record will authorize all the specified services to send email on behalf of your root domain.
SPF Setup for Subdomains
If Sending From Subdomains Too (e.g., engage.yourdomain.com, reply.yourdomain.com):
- Each subdomain must have its own SPF TXT record.
- Value for each subdomain:
v=spf1 include:_spf.google.com include:mailgun.org include:spf.leadconnectorhq.com ~all
Note: The "include" parts in SPF come from your email service providers (like Google, Mailgun, LeadConnector) and are specific to them.
Subdomain Example Record
This example shows how to configure the SPF record specifically for the "engage" subdomain. Other subdomains would follow the same pattern with their respective names.
Other steps include DKIM, DMARC, rDNS, and final verification.
DKIM Setup (DomainKeys Identified Mail)
What is DKIM?
Explanation:
DKIM signs your emails with a private key. The receiving mail server checks the matching public key via DNS. This proves the message hasn't been altered in transit and that it's authorized by your domain.
Required DNS Records
Publish DKIM CNAME or TXT records provided by your email services:
Mailgun DKIM Configuration
- Host/Name: krs._domainkey.yourdomain.com
- Type: CNAME
- Value: krs.domainkey.mailgun.org
LeadConnector DKIM Configuration
- Provided inside the LeadConnector domain setup screen (typically a similar CNAME).
Subdomain DKIM Configuration
✅ If sending from subdomains (e.g. engage.yourdomain.com), ensure DKIM is configured separately for each subdomain.
DKIM Record Verification
✅ Use a tool like MXToolbox DKIM Lookup to verify the record exists and passes.
DMARC Setup
(Domain-based Message Authentication, Reporting & Conformance)
Explanation:
DMARC is your enforcement policy. It tells Gmail, Outlook, Yahoo, etc. how to treat messages that fail both SPF and DKIM. It also provides visibility via reports so you can watch your domain’s health and impersonation attempts.
DMARC Setup: Initial DMARC Configuration
Create a TXT record at _dmarc.yourdomain.com with this value to start:
v=DMARC1; p=quarantine; rua=mailto:dmarc@yourdomain.com; ruf=mailto:dmarc@yourdomain.com; fo=1; sp=quarantine; adkim=r; aspf=rDNS Record Details
- Host/Name: _dmarc
- Type: TXT
- Value: (see above)
Subdomain Configuration
You may optionally create similar DMARC records for each subdomain (e.g. _dmarc.engage.yourdomain.com) if you want subdomain-specific control.
DMARC Policy Enforcement
Strict Policy Configuration
Once you're confident everything is authenticating, you can tighten policy:
v=DMARC1; p=reject; rua=mailto:dmarc@yourdomain.com; ruf=mailto:dmarc@yourdomain.com; fo=1; sp=reject; adkim=s; aspf=sMonitoring and Verification
Check your DMARC results using reports sent to the email addresses in rua and ruf, or use a DMARC monitoring tool like Postmark, Valimail, or GlockApps.
Exporting DNS Records
Cloudflare
Go to DNS Settings. Advanced Actions -> Export DNS Records.
GoDaddy
Manage DNS -> Export Zone File.
Google Domains
Manual copy.
Namecheap
Manual or third-party tool.
cPanel Hosts
Zone Editor -> Export.
Once you have your DNS zone file, upload or paste it into ChatGPT for full review.
Validation with ChatGPT
Hey ChatGPT, I just finished setting up my domain for email sending. I have uploaded the records for you. Please: 1. Confirm if my SPF, DKIM, and DMARC are structured correctly. 2. Check that I have only one SPF per domain or subdomain. 3. Verify that includes are correct based on Mailgun, LeadConnector, and Google Workspace. 4. Let me know if anything might cause deliverability problems.
Live Email Authentication Testing
Why Test Your Email Authentication
After setting up your DNS records, it's smart to simulate a real email send and see how your domain performs.
Recommended Testing Tools
Two great tools for this:
- Mail-Tester.com
- MailGenius.com
Step-by-Step Testing Process
How to Use Testing Tools
- Go to either site and copy the temporary email they give you (e.g., test-abc@mail-tester.com). 1.
- Add that email as a new contact inside PandaDash or your GHL subaccount. 2.
- Send a real email using these 3 methods: 3.
- ✅ Workflow → create a test workflow with one "Send Email" step.
- ✅ Conversations → manually send the email in the Conversations tab.
- ✅ Email Campaign → send it as part of a scheduled campaign broadcast.
- Check the results on Mail-Tester or MailGenius. 4.
Interpreting Your Test Results
Key Success Indicators
💡 What You're Looking For:
- SPF, DKIM, DMARC pass ✅
- Blacklist checks ✅
- Content score ✅
- Inbox placement (Gmail, Outlook) if shown ✅
Verification Complete
This confirms your setup is working from all angles—and that your emails are ready for the world.
Warming Up Your Email Using PandaDash
Why Email Warming Matters
Email warming tells inbox providers that you're a legitimate sender. It builds trust and reputation gradually, which improves long-term deliverability.
Essential Setup Before Warming
- Dedicated sending domain is configured (SPF, DKIM, and DMARC all pass)
- Use a fresh sending address (e.g. hello@yourdomain.com), not one with bad history
- Confirm inbox access (make sure you can receive replies)
- Set up Google Postmaster Tools (if using Google Workspace)
Week 1: Low Volume, High Engagement Strategy
- Upload a warm list of contacts who are likely to open and respond
- Create a simple drip campaign with 15–20 contacts
- Send 5–10 emails per day maximum
- Use split sending times (e.g. some in the morning, some in the afternoon)
- Include a question or call-to-action to encourage replies
- Monitor bounce rates and spam complaints daily
- Manually reply or use reply automations where safe
Weeks 2–3: Slow Scaling Phase
- Increase to 20–50 emails per day
- Segment your list across different tags or smart lists
- Use value-driven emails (e.g. tips, helpful resources)
- A/B test subject lines and preview text
- Track open and reply rates in PandaDash
Week 4 and Beyond: Reaching Normal Volume
- Gradually increase to 75–150+ emails/day if engagement stays strong
- Continue with smart drip campaigns
- Start introducing sales or promotional content slowly
- Rotate sender identities if scaling across sub-accounts
Advanced Warming Tactics
- Use PandaDash's inbox rotation if managing multiple sending accounts
- Create a reply network (team or known contacts reply to emails)
- Enable click tracking and monitor domain health
- Use soft CTAs like "Would you be open to a quick chat?" to keep engagement high
- Track engagement and regularly prune unengaged contacts
Email Setup Checklist
Follow these steps to ensure your domain is properly configured for optimal email deliverability.
Domain Records
Verify SPF, DKIM, and DMARC records are properly configured for your root domain and all subdomains.
Export DNS Files
Use your provider's export feature to capture a complete snapshot of your current DNS configuration.
Live Testing
Send test emails through Mail-Tester or MailGenius to confirm authentication passes all checks.
Regular Audits
Schedule quarterly reviews of your email setup to maintain high deliverability rates.
PandaDash Email Authentication Setup Checklist