Prevent Greenhouse emails from ending up in spam/junk folders

In order to send emails successfully through Greenhouse, a Site Admin will need to work with your internal IT team to verify your domain. If you skip this step, it is almost guaranteed that some or all of your messages could be flagged as spam or rejected before every reaching their recipients. We recommend looping in your IT team as early as possible to avoid any emails being lost.

Here are the steps to take:

1. Click the Configure tab, or click the gear icon at the top of the page.
2. Click Email Settings (or go to https://app.greenhouse.io/account/email_settings)  
3. Under Email Verification, enter your organization's email domain in the provided Register field.  Your email domain is the part of your email address that appears after the '@' sign.  In the example of "someone@ghexample.com", ghexample.com is the email domain.  DO NOT use your whole email address (someone@ghexample.com), and DO NOT include the '@' sign (@ghexample.com).

4. Click the Register button, which will display SPF, DKIM and MX records that need to be added to your domain configuration by whoever manages the DNS for your email domain. Most likely, you should be able to pass this on to someone in your IT department, and they should know what to do. Click the Email Your I.T. Dept button to send them the records and information they need! 

Once those records have been added by your IT team, check your Email Settings page to ensure that the domain has been verified. Click the box that says “Check DNS Records Now” to receive an up-to-date status of your domain’s verification progress. NOTE: It may take up to 48 hours for DNS changes to propagate online. If your new domain doesn’t become “Verified” right away, try checking back in a couple of hours!
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Why gh-mail?

When registering a new domain, you'll see the subdomain gh-mail is automatically appended. We added this prefix because you may not be able to register your root domain with Greenhouse for a few reasons: 

  1. Your IT team may have strict policies on adding new DNS records to your root domain
  2. Your root domain may already have been registered with our email provider (Mailgun)
  3. Your root domain’s SPF record may already generate the maximum of 10 DNS Lookups

When you register your subdomain as gh-mail, all of your users will be able to continue sending email from their normal email addresses in Greenhouse. For example, if your root domain is example.com and you register gh-mail.example.com, your users will still be able to send email from your normal {user}@example.com email addresses.

If you have questions about using a root domain instead of the gh-mail subdomain, please reach out to support@greenhouse.io.

 

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