How to set up an email domain in Pollie
A customer-facing guide for adding a sender domain in Pollie, copying DNS records, verifying the domain, and sending lead follow-up emails.
An email domain lets your team send lead follow-up from a branded address, such as hello@mail.example.com, instead of a generic sender.
Pollie handles the email provider connection for your workspace. Your job is to add the sender domain in Pollie, copy the DNS records Pollie shows, and verify once those records are live.
Best choice
Subdomain
Use mail.example.com, updates.example.com, or hello.example.com.
DNS setup
TXT / MX / CNAME
Pollie shows the exact records your domain needs.
Use case
Lead follow-up
Verified domains become available when emailing leads.
Before you start
Make sure you have:
Admin access to your Pollie workspace.
Access to your DNS provider, such as Cloudflare, Namecheap, GoDaddy, Google Domains, or your web host.
A sending subdomain, such as mail.example.com or updates.example.com.
A sender name and local part, such as hello from Your Brand.
Use a sending subdomain
A subdomain keeps Pollie email records separate from your main company inbox. For example, use mail.example.com for Pollie even if your team inbox is on example.com.
Step 1: Choose the sender identity
Decide what recipients should see in their inbox.
For example:
Recommended sender setup
Email domain: mail.example.com
From: hello
Sender name: Your brand name
Final sender address: hello@mail.example.com
Good sender names are recognizable and specific. Use your brand, workspace, or team name rather than a personal address that customers may not recognize.
Step 2: Add the email domain in Pollie
Open Domains in the app sidebar.
In Email Domains, enter:
- The sending domain, such as
mail.example.com - The From value, such as
hello - The sender name, such as
Acme Team
Click Add email domain.
Pollie will create the sender domain and show the DNS records needed to verify it.
Step 3: Copy every DNS record
Go to your DNS provider and add every record shown in Pollie.
You may see records such as:
TXT records
TXT records help prove ownership and configure sender authentication.
MX records
MX records may be required for the sending subdomain.
CNAME records
CNAME records are commonly used for DKIM authentication and may include _domainkey in the name.
Copy the type, name, and value exactly as Pollie shows them.
DNS record naming
Avoid
Pasting mail.example.com.example.com when your provider already appends example.com
Changing record values to look cleaner
Skipping CNAME records because TXT already exists
Use instead
Use mail if your provider appends example.com automatically
Use the full name if your provider asks for a full DNS name
Add every record Pollie lists before verifying
If your DNS provider has a proxy option for CNAME records, start with DNS only while verifying.
Step 4: Verify in Pollie
After adding the DNS records, return to Domains and click Verify for the email domain.
When verification succeeds, Pollie marks the domain as verified. You can then use it for lead outreach from the Leads area.
Wait at least 15 minutes after adding DNS records, then try again.
Check that every DNS record shown in Pollie exists in your DNS provider.
Look for duplicated root domains in record names.
Confirm CNAME records are not proxied while verifying.
Confirm there are no extra spaces or missing characters in copied values.
Try again after DNS propagation settles.
What if Pollie says the API key is invalid?
That message means Pollie could not connect to its email sending provider. It is not caused by your DNS records.
If you see that error:
Do not keep changing DNS records
DNS changes will not fix an email-provider connection error.
Try again once
A temporary provider issue can sometimes clear on retry.
Contact support
Send the error message and your workspace name to Pollie support so the provider connection can be checked.
If the domain was created successfully and you only see DNS verification errors, continue troubleshooting the DNS records instead.
After the domain is verified
Go to Leads and choose a verified sender domain when sending follow-up.
Use clear, expected sender details:
Use a sender name recipients recognize.
Keep follow-up relevant to the quiz or survey they completed.
Avoid sending from a no-reply address if you want replies.
Include only leads who gave you permission to contact them.
Keep your DNS records in place after verification.
Connect your email domain
Add the sender domain in Pollie, copy every DNS record into your DNS provider, verify the domain, then use it for lead follow-up.
