Sending From a Verified Domain (Campaign Hero)

Most outreach sends best from each rep's own mailbox: it is personal, one-to-one, and lands in the inbox. But when you need volume, sending everything through one person's Gmail runs into that mailbox's limits fast. A verified sending domain fixes that. You verify a domain you own once, and campaigns can send through it with much higher limits while replies still come back to the rep who owns the lead.

Sending domains are part of Campaign Hero and are set up by a workspace admin.

Connect a provider and verify your domain

Go to Integrations -> Sending domains and connect your provider. Postmark uses two separate tokens, and the form asks for both: the Server API Token (found under Servers -> your server -> API Tokens) sends the email, and the Account API Token (found under Account -> API Tokens) adds and verifies your sending domains. Paste each into its labeled field.

Then add the domain you want to send from, for example outreach.yourcompany.com. The provider returns a set of DNS records; add them to your domain's DNS, then click verify. Once the records check out, the domain shows as Verified and becomes your primary sending domain. If you already created the domain inside Postmark first, that is fine - adding it here picks up the existing domain and its records instead of failing.

Two of the three records need a word of explanation. The DKIM (TXT) and Return-Path (CNAME) records are the ones that actually verify the domain and unlock sending. The SPF (TXT) record improves deliverability but is not checked during verification, so it can stay unverified without blocking you.

SPF also has one rule that trips people up: a domain can have only one record starting with v=spf1. If your domain already has an SPF record (common if you use email forwarding or Google Workspace), do not add a second one and do not overwrite it. Instead, edit the existing record and add the provider's include before the closing ~all. For example, if you have v=spf1 include:_spf.google.com ~all and Postmark asks for include:spf.mtasv.net, change it to v=spf1 include:_spf.google.com include:spf.mtasv.net ~all. Only add the SPF record exactly as shown if the domain has no SPF record yet. (SPF allows at most 10 DNS lookups, so if you already have several includes, check the merged record with an SPF validator.)

You control the From address (like hello@outreach.yourcompany.com). Use a subdomain dedicated to outreach so your main domain's reputation is never at risk.

Warm-up and limits

A brand-new sending domain has no reputation, so blasting it on day one gets it flagged. Conference Hero ramps a fresh domain the same way it ramps a new mailbox: a small daily cap that grows over ten days. After the ramp, the domain sends up to its per-domain limits.

Per-domain limits are separate from, and higher than, the per-mailbox caps, because a warmed dedicated domain tolerates more volume. The defaults are 1,000 emails per day and 20,000 per month per domain; your Conference Hero contact can raise or lower these for your workspace. When either the warm-up cap or the daily limit is reached, remaining sends wait for the next day rather than failing.

Choosing the send mode on a campaign

In the campaign builder's review step, under Send from, pick one:

• Each rep's own mailbox - the default. Personal, one-to-one, per-mailbox caps.
• Verified sending domain - available once a domain is verified. From is the rep's name at your domain; Reply-To is the rep's own mailbox, so replies still land with them.

Bounces and spam complaints reported by the provider mark the send and pause the lead's sequence, the same as mailbox sends. Open and click tracking work in both modes.

Where replies go

Replies do not come back through Postmark or your sending domain, and Conference Hero does not forward mail on its own. On every send, we set the email's Reply-To header to the sending rep's own account email, so when a recipient hits reply, the reply goes straight to that rep's inbox by normal email routing. This works the same in both send modes (rep mailbox and verified sending domain) and does not depend on the domain's DNS. To manage replies inside the app, connect that mailbox under Integrations -> My Email; replies then also appear in the reply inbox.

That covers replies. Mail sent directly to your From address (for example, someone types outreach@yourdomain.com instead of hitting reply) does not reach you automatically, because a sending domain is not a mailbox. If you want to catch those, set up email forwarding or a real mailbox for that address at your DNS host and point it at an inbox you actually watch. A catch-all forward on the domain is a simple way to make sure nothing is missed.

When to use which

• Rep mailbox: warm, high-touch outreach to a focused list. Feels personal because it is.
• Sending domain: larger campaigns where one rep's mailbox limits would throttle the send, or when you want a consistent branded From address across the team.

Related

• AI follow-up campaigns - the outreach that runs on these domains.
• Connecting your email - the per-rep mailbox path.
• Reply inbox - where replies to both modes land.