📧 Set Up a Custom Email Domain in Fleetwire!

Make your customer emails more recognizable and consistent with your brand by sending them from your own domain (e.g., yourcompany.com) instead of fleetwire.io. Whether it’s booking confirmations or payment reminders, a custom email domain builds trust and professionalism. Follow these three steps to set up and verify your domain, ensuring your emails reach your customers reliably!

🎯 Why Use a Custom Email Domain?

Setting up a custom email domain in Fleetwire helps you:

Enhance Branding: Emails from yourcompany.com look professional and align with your brand.
Build Trust: Customers are more likely to recognize and trust emails from your domain.
Improve Deliverability: Properly configured DNS records ensure emails aren’t flagged as spam.

Note: You’ll need access to your domain’s DNS settings to complete this setup—check with your DNS provider if you’re unsure!

🛠 How to Set Up a Custom Email Domain

Follow these three steps to add, verify, and set your custom email domain in Fleetwire, plus troubleshoot any issues that arise.

Step 1: Add Your Domain

Start by adding your domain in the Fleetwire Dashboard to begin the setup process.

In your Fleetwire dashboard, go to Settings > Email.
In the Email Domain Settings section, enter the domain you want to send customer emails from (e.g., yourcompany.com).
Click Add Domain to save it—Fleetwire will provide the DNS records needed for verification in the next step.



Pro Tip: Use your primary business domain (e.g., yourcompany.com) or subdomain (e.g., email.yourcompany.com) for better brand recognition!

Step 2: Verify Your Domain

Verify your domain by adding the required DNS records to prove ownership and ensure reliable email delivery.

In the Email Domain Settings, Fleetwire will display three DNS records to add:
- Typically includes a CNAME for bounce handling, a TXT for SPF, and a DKIM record for authentication.
Log in to your DNS provider’s control panel (e.g., Cloudflare, GoDaddy) and add these records:
- Follow the specific instructions for your provider:
- Amazon Web Services
- Cloudflare DNS (Do not proxy the provided records)
- DreamHost
- Google Domains
- GoDaddy
- HostGator
Wait for DNS propagation—Fleetwire will notify you once your domain is verified (typically 15–30 minutes, but it may take up to 72 hours).



Note: Do not delete these DNS records after verification—Fleetwire checks them regularly and will revert to sending emails from fleetwire.io if they’re missing or invalid for more than 48 hours.

Troubleshoot DNS Verification Issues

If your domain isn’t verified after 72 hours, try these steps:

Check for Typos: In Email Domain Settings, click Verify Domain to review the records—ensure they match exactly.
Avoid Duplicate Records: Ensure no other records (e.g., existing CNAMEs) conflict with the provided CNAME records.
Correct Record Names: Some DNS providers append your domain automatically—enter only the subdomain part (e.g., if the record is bounce.yourcompany.com, enter bounce in the name field).
Verify Propagation: Use a DNS Lookup Tool to confirm the records are published and match Fleetwire’s requirements.
Contact your DNS provider or email hi@fleetwire.io for assistance if issues persist.

Quick Tip: Propagation delays are common—check back after a few hours using the DNS Lookup Tool to confirm the records are live!

Set Up Sender Authentication (DMARC)

To prevent impersonation attacks like phishing, configure a DMARC (Domain-based Message Authentication, Reporting & Conformance) policy for your domain.

Add a TXT record to your DNS with the name _dmarc.yourcompany.com and a value like:
- v=DMARC1; p=quarantine; rua=mailto:dmarc-reports@yourcompany.com;
- This policy quarantines emails that fail SPF or DKIM checks, protecting your domain from spoofing.
If you already send emails from this domain, consult an email or IT professional to avoid disrupting existing email flows.

Pro Tip: Start with a p=quarantine policy instead of p=reject to monitor DMARC reports before fully rejecting failed emails!

Step 3: Set Your Sending Domain

Once your domain is verified, set it as the default for sending customer emails.

Return to Settings > Email in your Fleetwire dashboard.
Confirm your domain shows as Verified (you’ll see a green “YES” under DKIM if successful).
Select Send from this Domain… and confirm—customer emails will now be sent from your domain (e.g., noreply@yourcompany.com).
Replies from customers will go to the support email address specified in your public business information (e.g., in Settings > General).

Troubleshoot DKIM Issues

If you see a red “NO” under DKIM, try these steps:

Wait for Propagation: Sometimes DNS takes longer to propagate—recheck after a few hours.
Verify DNS Entries: Use a DNS Lookup Tool to compare the records with Fleetwire’s requirements.
Adjust for Providers: If your DNS provider auto-appends your domain, remove the domain part from the record name (e.g., use bounce instead of bounce.yourcompany.com).



Quick Tip: Test by sending a booking confirmation email to a personal address to ensure it arrives from your domain and isn’t marked as spam!

Step 4: Test Your Custom Email Domain

Ensure emails are sent from your domain and delivered correctly to your customers.

Create a test order in Orders or via your online store (e.g., testcompany.fleetwire.io).
Trigger a booking confirmation email to a test email address (e.g., your personal email).
Check the email’s “From” address—it should show your domain (e.g., noreply@yourcompany.com).
Verify the email lands in the inbox, not the spam folder—check your DMARC and DNS settings if it’s flagged.
Reply to the email to confirm the reply goes to your support email (set in Settings > General).

Quick Tip: Use an email testing tool like Mail-Tester.com to check your email’s spam score and improve deliverability if needed!

🌟 Custom Email Domain Set, Branding Enhanced!

You’ve successfully set up a custom email domain in Fleetwire! Your customer emails will now be sent from your domain, making them more recognizable and professional. Test a booking confirmation today to ensure everything works perfectly.

🚀 Next Steps

Enhance your email and branding setup with these guides:

Set Up Your Branding: Add your logo with Setting Up Your Company Information.
Manage Orders: Track reservations with Fleetwire Order Workflow.
Secure Your Account: Protect your data with Strengthen Your Fleetwire Account Security.
Need Help? Contact us at hi@fleetwire.io or via the in-app chat.

Happy emailing! 🌟

Updated on: 15/05/2025