Connect a sending account
Last reviewed
Gmail, Microsoft 365, your own domain or any SMTP mailbox: how emails leave CRM Dost, who may connect an account, and what to sort out before the first campaign.
Emails from CRM Dost leave from your own address, never from ours. A sending account is an address your team can choose as the From in Compose, together with the way that address sends. Add them under AI Email → Settings → Sending accounts; the first one you connect becomes the default, and Compose starts on it.
Four ways to connect
- Gmail or Google Workspace (recommended): press Connect Gmail, sign in and allow CRM Dost to send on your behalf. No password is stored; the email leaves through Google as that mailbox. Gmail allows about 500 messages a day, Workspace 2,000.
- Microsoft 365 or Outlook: the same one-time sign-in through Microsoft. Emails leave through Microsoft as the mailbox that signed in.
- Your own domain: add the domain, publish the three CNAME records shown on your DNS, and press Check. Once verified, any address on that domain can be added as a sender with no mailbox at all — the right choice for campaigns, because no mailbox limit applies.
- Other mailbox (SMTP): for Zoho, a hosting provider or any mailbox with SMTP details. Enter the host, port and an app password (never the account password), and Check tests the login.
Every account shows whether it can send right now and, if not, exactly what is missing — a reconnect after a changed password, a domain still waiting for DNS. Reconnect, Make default and Remove are on the account card. A connected Gmail or Microsoft mailbox always sends as the address that signed in, whatever name or Reply-To you give it.
Who may do what
Email is delegated by permission, not all or nothing. Under Team → Roles the AI Email group has four keys: View (templates, audiences, sent and analytics, read-only), Send (Compose, the check, test sends and resends), Manage Templates, Audiences & Lists, and Manage Sending Accounts & Domains (connect, edit and remove accounts and domains, tracking preferences, the unsubscribe list). Full access grants all four; Owners hold it. A sender who cannot manage accounts sees which account they are sending from but is told to ask an Owner when none is connected.
Before your first campaign
- SPF and DMARC records on your domain tell receiving servers your mailbox is allowed to send for it. The deliverability check warns when either is missing; whoever manages your domain's DNS, or your email provider's help pages, can add them.
- Every mailbox has a daily sending limit and the check compares an audience against the limit for your provider before you send. A verified domain has none, and keeps campaign volume off a colleague's own allowance.
- A dedicated address such as crm@yourcompany.com is easier to hand over than a person's mailbox when they leave.
If the person whose mailbox is connected leaves, remove that account and connect another, or make a different account the default; the templates, audiences and history stay with the workspace.