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Link your domain name

By linking your domain name to Rental Inspector, you ensure that emails containing reports are actually sent from your own email addresses.

Linking your domain name offers several important benefits:

  • The emails appear more professional and trustworthy to recipients

  • All replies and out-of-office messages are sent directly to your own email address

  • And last but not least: automated emails containing reports are far less likely to be marked as spam, so they are much more likely to reach the inboxes of your tenants and landlords

To make this possible, you only need to configure three settings on your domain name once. Specifically, these three:

  1. Add an SPF record

  2. Add a DKIM record

  3. Ensure your domain has a valid DMARC record active

⚠️ Only if all three settings are correctly configured can you be sure your report emails will be delivered smoothly ⚠️

What do you need?

  • You must be an Admin user of Rental Inspector;

  • Access to the online management panel of the provider where your domain name is hosted.

The management panel differs from one hosting provider to another. Consult your provider’s documentation to learn how it works and via which URL you need to log in.

If you do not have access to the management of your domain name yourself, or if you find the steps below too complex, please contact the helpdesk of your hosting provider or your internal IT department. 

Follow these three steps to link your domain name to Rental Inspector. You only need to do this once:

Step 1: set up the SPF record

  1. Log in to the Rental Manager.

  2. Go to General Settings via the main menu. In the middle of the screen, you will find the settings for the SPF record.

  3. Click the plus icon to create a new SPF record for your domain name.

  4. A pop-up window will appear. Enter your domain name under Hostname (without www, for example mycompany.com without the www). Click Save.

  5. You will now receive the code lines for SPF and DKIM that need to be added to your domain name. Copy these by clicking on them.

  6. Now log in to the management panel of your hosting provider. In the settings of the hosted domain name, look for the option to edit or add TXT records.

 

There are now two possible situations:

Your domain name does not yet have an (existing) SPF record
In this case, create a new TXT record on the domain name and add the full code to this record (e.g. v=spf1 mx a include:spf.chapps.com ~all). Then save it.

Your domain name already has an existing SPF record
This is very likely if your domain name is already connected to other software systems such as Google Workspace or Microsoft 365. In that case, simply add include:spf.chapps.com to the existing record.

Example:

Your current record is:
v=spf1 mx a include:_spf.relay.mailprotect.be ~all

You now add include:spf.chapps.com, resulting in:

v=spf1 mx a include:_spf.relay.mailprotect.be include:spf.chapps.com ~all

Make sure that “v=spf1 mx a” at the beginning and “~all” at the end appear only once in the code line.

Save the changes you have made. Depending on your hosting provider, it may take up to 48 hours for the new SPF record to become active.

Step 2: set up the DKIM record

  1. Log in to the management panel of your domain provider.

  2. In the DKIM settings, enter the following values and save them:

DKIM domain key:
turbo-smtp._domainkey

DKIM value:
k=rsa; p=MIGfMA0GCSqGSIb3DQEBAQUAA4GNADCBiQKBgQDT3MWLni6so1q9eQggRYBCLHFjohZkCnYHH8gZNDBm6zRrodRVpWpJQW7x3cWWiuBhS1X0IfBB80l5tqFa+yc+mVgnk8tkUzOHFbPQPp4fi7egTpMtsQW/ZMrxw73SItNvPr72qvJTYZNPxarMx+ULjEWybcfEdXHPY8jslGcpCwIDAQAB

Important!
Make sure you copy the DKIM value above exactly as shown and that no line breaks are added, otherwise it will not work.

 

Step 3: Install a DMARC record on your domain name

IMPORTANT: also ensure that your domain name has a DMARC record. This is not a Chapps-specific requirement, but it is essential for smooth email delivery in general. For providers such as Google and Yahoo, a DMARC record is mandatory for normal email delivery. Contact your system administrator for more information.

By completing these three steps, your domain name will be correctly linked and you can be confident that report emails will be delivered smoothly to landlords, tenants, and other parties.

 

Do you have multiple domain names within your organization?

You can easily add additional domain names as described in this article.