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Set Up Email Outbox

  • Updated

Set up your email outbox and send emails directly from BrokerEngine to your clients. On the client side, these emails appear to come from your own email address.

Last updated: February 2026 · Email

In This Article

  1. Request to Integrate Your Email Domain
  2. Change Your Domain's DNS Records
  3. Check Your Email Address in BrokerEngine
  4. Set Up an Email Alias
  5. Select an Email Domain for a Broker Brand
  6. Create an Email Signature for a Broker Brand
  7. Update Workflow Templates
  8. Edit a Template
  9. Run a Test Workflow

Step-by-Step Guide

Step 1 — Request to Integrate Your Email Domain

First, email BrokerEngine support asking for integration help. Be sure to include the domain name that will be your send from address.

Note: The domain in an email address is the part that stays the same for each user in the company. For instance, the domain in staff@regmotors.com.au is regmotors.com.au.

If you want to use multiple domains with BrokerEngine, include them in your email. The BrokerEngine support team will do some configurations at our end. Then, they will email you some credentials. You'll need to configure the domain names at your end.

Step 2 — Change Your Domain's DNS Records

After you receive domain credentials from the BrokerEngine support team, you'll need to update your domain provider account. Generally, the domain provider is different from your website hosting service provider.

Note: If you buy your domains from crazydomains.com.au and set up a website on ventraip.com.au, log in to your Crazy Domains account to change the DNS records. Or, request your domain provider helps you with this.

You'll need to create two records:

  • DKIM record — This tells your domain provider that BrokerEngine is authorised to send emails using your domain.
  • Return-path record — This tells your domain provider where to send bounced emails if they can't be delivered to the recipient.

The steps vary depending on your domain provider. Some IT knowledge is required. If you're struggling, try searching Add DKIM record and the name of your domain provider on Google. For example, Add DKIM record GoDaddy.

Once you have these records added, email BrokerEngine support and let us know. We'll check everything is working correctly.

Step 3 — Check Your Email Address in BrokerEngine

  1. Go to the bottom left corner of the page and click the account icon.
  2. In the Settings column, select Personal Details.

Scroll down to the Email field. Confirm the email address has the new domain. This is the primary email address BrokerEngine will use when sending email on your behalf.

Note: If you set up an email alias, BrokerEngine might use that instead. See below.

Step 4 — Set Up an Email Alias

You can create email aliases if you want to use multiple email addresses when sending to clients through BrokerEngine. Click to learn more.

Note: By default, BrokerEngine sends automated workflow emails from the first email alias address you add when the send option for the email template is set to 'Email Template Recipients'.

Step 5 — Select an Email Domain for a Broker Brand

You should use a different email domain for each brand if you have multiple broker brands.

  1. Go to the bottom left corner of the page and click the account icon.
  2. In the Settings column, select Personal Details.
  3. Scroll down and expand the Brands folder.

Go to the broker brand you want to modify. Click the Domain field and select an email domain for this brand. Click Save.

Note: This step only works if you have created and verified your custom domains. That work includes adding a separate DKIM for each domain.

Step 6 — Create an Email Signature for a Broker Brand

Setting up an email signature for your brand adds cohesion to client communication. You can use the signature in email templates for manual and automated emails sent through BrokerEngine. Click to learn more.

Step 7 — Update Workflow Templates

Now that your custom email domain is set up, optionally, you can edit your workflows to generate emails as a draft. After you configure a workflow to generate email drafts, the process moves like this:

  1. BrokerEngine generates an email through an automated workflow.
  2. You view draft emails from a card detail page or your Outbox page.
  3. You edit drafts and send them.

Note: The BrokerEngine support team can update some or all of your workflows in bulk. Contact us to request this service.

Step 8 — Edit a Template

To manually update a workflow template to save emails as drafts:

  1. Go to the bottom left corner of the page and click the account icon.
  2. In the Settings column, select Workflow > Workflow Templates.
  3. Scroll through the list to locate a template or use the search bar.
  4. Click a workflow template name. The template opens in the Workflow Builder.

If the template is Published, switch off the toggle to pause it.

  1. Scroll down to an email step.
  2. Go to the Send Option field and select Save as Draft.
  3. Add a brand signature to the template. (optional)
  4. Click Save.
  5. Go to the top of the page and switch on the Published toggle to activate the workflow.

Tip: To use the brand signature, click the three-dot icon, select Edit, and paste the {{{{ broker.brand.email_signature }}}} code into the email template.

Step 9 — Run a Test Workflow

  1. Create a test deal and trigger the workflow you just edited.
  2. Open the card for the test deal and scroll down to the UPCOMING ACTIVITIES section in the middle pane.
  3. Confirm the email from the workflow is displayed in the list.

Alternatively, go to the side menu and click Outbox. Check the Draft box in the Status list. Confirm the test email from the workflow is in the list.

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