Email System
Email System
Add sending domains, verify DNS, and create email addresses for your brand.
What is Email System?
Email System is where you set up email sending (and optionally receiving) for your brand — separate from Email Outreach campaigns. Open it at app.swai.ai/setting/email-system.
You use it to:
- Add and verify Sending domains
- View DNS records and Check status
- Create Email addresses under verified domains
Main screens
| Screen | What it’s for |
|---|---|
| Settings → Email System → Domains (open) | Sending domain verification |
| Settings → Email System → Email addresses (open) | Addresses like hello@yourdomain.com |
Tabs: Domains, Email addresses.
Warning: Do not confuse this with Settings → Domains (open) (funnels, websites, stores, blogs). See Domains for those.
Before you start
- Own a domain where you can edit DNS.
- Plan usernames (
hello,support,sales) after the domain is verified. - Allow up to 48 hours for DNS to update.
Tip: Verify at least one domain before creating email addresses — Add email address stays unavailable until then.
Quick start
- Open Settings → Email System → Domains → Add domain (or go to app.swai.ai/setting/email-system).
- Enter the domain → Add domain.
- In DNS configuration, use Set up DNS with {provider} when offered, or copy the records manually → Got it.
- Click Check status until status is verified.
- Open Email addresses → Add email address → set Username and Domain → Create email address.
Domains tab
Section: Sending domains — Add and verify domains used for outbound email.
| Control | Label |
|---|---|
| Button | Add domain |
| Columns | Domain, Status, Receiving, Added, Actions |
| Search | Search domains… |
| Empty | No domains yet. Add one to start sending email. |
Status and receiving
| You may see | Meaning |
|---|---|
| Status | For example pending or verified |
| Receiving enabled | Ready to receive email |
| Receiving disabled | Receiving not ready — tip: MX records are not configured. View DNS details to add the required MX records for this domain. |
Add domain
Modal Add domain — Enter the domain you want to use for sending emails. → Add domain.
| Field | Notes |
|---|---|
| Domain name | For example mail.company.com |
Helper: Supports root domains and subdomains such as mail.company.com or postmailing.example.com.
DNS configuration
Actions: Check status, View DNS, Delete.
Modal DNS configuration.
When your domain provider supports it, SWAI offers Set up DNS with {provider}. That applies the verification records for this domain. Optionally enable Also add MX records for receiving. You confirm on the provider site, return to Email System, then use Check status.
Otherwise (or via Set up manually instead):
Subtitle: Add these records at your DNS provider to verify the domain and enable receiving. → Got it.
| Section | What to do |
|---|---|
| Intro | Copy each record below into your DNS provider. Propagation can take up to 48 hours. |
| Verification records | Follow the CNAME and TXT records shown (unique per domain) |
| MX records for receiving | Add the MX records shown if you want receiving |
Alert After adding records: Use "Check status" in the domains list to refresh verification once DNS has propagated.
Delete domain
Delete domain — Are you sure you want to delete this domain? This action cannot be undone. → Delete / Cancel.
Email addresses tab
Section: Email addresses — Create addresses under your verified sending domains.
| Control | Label |
|---|---|
| Button | Add email address (unavailable without verified domains) |
| Alert | No verified domains — Verify at least one domain in the Domains tab before creating email addresses. |
| Columns | Email address, Domain, Status, Created, Actions |
| Search | Search email addresses… |
| Empty | No email addresses yet. Create one under a verified domain. |
Add email address
Modal Add email address — Choose a verified domain and set the username for the new address. → Create email address.
| Field | Notes |
|---|---|
| Username | Part before @ (for example hello) |
| Domain | Select a domain — verified only |
| Preview | Shows username@domain |
Alert Verified domain required: Email addresses can only be created under verified domains. Complete DNS verification first if your domain is still pending.
If incomplete: Alert / Please select a domain and enter a username.
Delete email address
Delete email address — Are you sure you want to delete this email address? This action cannot be undone. → Delete / Cancel.
Common warnings and troubleshooting
Domain stuck on pending
- Re-open View DNS and compare every name and value.
- Wait for DNS to update (up to 48 hours).
- Click Check status again.
- Confirm you edited DNS for the correct domain at your provider.
Automatic DNS setup isn’t offered
Not every domain provider supports one-click DNS setup. When it isn’t available, copy the verification and MX records shown in DNS configuration. The screen explains the reason when SWAI can detect it.
Receiving disabled
Add the MX records from DNS configuration. Sending can work when verified even if receiving is still disabled.
Can’t add an email address
Verify a domain first. Select a verified domain and a non-empty username.
Wrong page for my website domain
Use Domains for funnels and websites. Use Email System only for mail setup.
Glossary
| Term | Meaning |
|---|---|
| Sending domain | Domain verified for outbound email |
| Verified | DNS checks passed; ready for new addresses |
| Receiving | Ability to receive email on the domain |
| Check status | Refresh verification after DNS changes |
| Automatic DNS setup | SWAI opens your provider so you can confirm the records without copying them by hand |
| Username | The part before @ |
Need more help?
- Note domain name, Status, and Receiving.
- Confirm which DNS records you added.
- Contact support with DNS screenshots if verification never completes.
Related Help: Getting Started, Domains, Email Outreach, Notifications.