Configure Custom Email

By default, without custom email configuration, every email your clients receive — including login codes, workspace invites, onboarding emails, and system notifications — will be sent from [email protected].

That means your clients see Voice AI Portal’s brand in their inbox, not yours.

By connecting Resend, every email becomes yours:

  • Login verification codes arrive from [email protected]
  • Workspace invites show Your Agency Name as the sender
  • Onboarding emails, login codes and alerts all carry your domain and branding
  • Clients never see Voice AI Portal mentioned anywhere in their inbox
  • Your brand builds familiarity and trust with every automated touchpoint

This is one of the highest-impact steps you can take to deliver a truly professional, white-label client experience.

Time to complete: ~20–30 minutes
Who this is for: Agency admins configuring email delivery for the first time

Before You Begin

You will need:

  • Admin access to your Voice AI Portal account
  • An active Resend account (free tier available)
  • A custom domain already configured in Voice AI Portal — complete the Custom Domain Setup Guide first if needed
  • Access to your domain’s DNS settings to add email authentication records
  • Optional: A subdomain dedicated to email sending (e.g., mail.youragency.com or app.youragency.com)

⚠️ Important: If your main domain (e.g., yourdomain.com) is already used for email, use a subdomain instead such as app.yourdomain.com or mail.yourdomain.com. This protects your existing email setup and isolates transactional emails from other communications.

Why Resend?

Resend is a developer-first email delivery platform that Voice AI Portal integrates with to power all outgoing client emails.

  • Your domain, your brand — Emails sent from [email protected], never from app.voiceaiportal.com
  • High deliverability — SPF, DKIM, and DMARC authentication keep emails out of spam folders
  • Secure key storage — API keys are encrypted at rest inside Voice AI Portal
  • Real-time monitoring — Track delivery, bounces, and engagement from Resend’s dashboard
  • Free to start — Resend’s free tier covers the volume most agencies need when getting started

Step 1 — Create a Resend Account

  1. Go to resend.com and click Sign Up.
  2. Complete registration with your work email.
  3. Verify your email address via the confirmation link Resend sends you.
  4. Log in to the Resend dashboard.

Step 2 — Add Your Domain in Resend

  1. In the Resend dashboard, click Domains in the left sidebar.
  2. Click Add Domain.
  3. Enter your sending domain or subdomain:
    • If your main domain already handles email, enter a subdomain: app.youragency.com or mail.youragency.com
    • If your domain does not handle email, you can use the root domain: youragency.com
  4. Select your Region based on where most of your clients are located:
    • US East (Virginia) — North American clients
    • EU (Ireland) — European clients
    • South America (São Paulo) — South American clients
  5. Click Advanced options to customise the Return-Path subdomain if needed (optional — default is send).
  6. Click Add.

Resend now displays the DNS records you need to add to verify your domain.

💡 Tip: Using a subdomain like app.youragency.com isolates your sending reputation. If your marketing emails ever experience deliverability issues, they won’t affect your transactional emails.

Step 3 — Add DNS Records for Email Authentication

Resend requires SPF and DKIM records to verify domain ownership and authenticate your outgoing emails.

Copy DNS Records from Resend

After adding your domain, Resend displays a list of required DNS records. Leave this tab open — you’ll copy values from here into your DNS provider.

Add Records to Your DNS Provider

  1. Log in to your DNS provider (Cloudflare, GoDaddy, Namecheap, etc.).
  2. Navigate to your domain’s DNS Records section.
  3. Add each record exactly as shown in Resend:

SPF Record (TXT)

FieldValue
TypeTXT
Name / Hostsend (or your custom return path prefix)
Value / ContentFull TXT value from Resend (starts with "v=spf1...")
TTLAuto or 3600

DKIM Record (TXT)

FieldValue
TypeTXT
Name / Hostresend._domainkey
Value / ContentFull TXT value from Resend (long string starting with "p=...")
TTLAuto or 3600
FieldValue
TypeMX
Name / Hostsend (or your custom return path prefix)
Value / ContentRegion-specific value from Resend
Priority10
TTLAuto or 3600

⚠️ Cloudflare users: Set the proxy toggle to DNS Only (grey cloud) for all email DNS records. Proxied mode breaks email authentication.

⚠️ Auto-appending warning: Some DNS providers (GoDaddy, Namecheap) automatically append your domain to the Name field. Enter only the prefix — send or resend._domainkey — not the full domain. If your provider adds .youragency.com automatically, you’re all set. If it doesn’t, enter the full value from Resend.

Step 4 — Verify DNS Records in Resend

  1. Return to Resend > Domains.
  2. Click Verify DNS Records next to your domain.
  3. Resend checks each record and updates status:
    • ✅ Green checkmark — Record verified
    • ⚠️ Yellow warning — Pending (DNS propagation in progress)
    • ❌ Red X — Record not found or incorrect

DNS propagation typically takes 5–30 minutes but can take up to 72 hours in rare cases. Check status at whatsmydns.net by searching your subdomain as a TXT record type.

Step 5 — Generate an API Key in Resend

  1. In Resend, click API Keys in the left sidebar.
  2. Click Create API Key.
  3. Configure the key:
    • Name: Enter something descriptive, e.g., Voice AI Portal Production
    • Permission: Select Sending access — limits the key to sending only, protecting your account if the key is ever exposed
    • Domain: Select your verified domain from the dropdown
  4. Click Add.

⚠️ Copy your API key immediately. Resend displays it only once. If you close the window without copying, you will need to create a new key.

  1. Click Copy to save the key to your clipboard.
PermissionAccess LevelRecommended?
Sending accessSend emails only✅ Yes — use this for Voice AI Portal
Full accessManage all Resend resources⚠️ No — only for internal admin tools

Step 6 — Configure Resend in Voice AI Portal

  1. In Voice AI Portal, click Settings in the left sidebar.
  2. Select the Email Hub tab.
  3. You’ll see the Resend API Configuration section. Click Show setup guide for a quick in-app reference if needed.
  4. Fill in each field:

Resend API Key
Paste the API key copied from Resend. Click Show to verify it pasted correctly.
Keys are encrypted at rest — leave blank when updating other fields to keep your existing key unchanged.

Reply-to Email
The address clients reply to when they respond to a system email (e.g., [email protected]).

From Name
Your agency’s display name as it appears in client inboxes — e.g., Acme Voice AI.
Clients will see: Acme Voice AI <[email protected]>

From Email
The sender email address for all system emails — e.g., [email protected] or [email protected].

⚠️ The domain portion must exactly match the domain you verified in Resend.

Sender Domain
Your verified sending domain exactly as it appears in Resend — e.g., app.youragency.com.
This must match your verified domain. Mismatches will prevent emails from sending.

  1. Click Save Sender Settings.

Step 7 — Send a Test Email

  1. In the Resend API Configuration section, enter your email address in the Send Test Email field.
  2. Click Send Test Email.
  3. Check your inbox and verify:
    • ✅ Email arrived in inbox — not spam or junk
    • ✅ Sender name displays your agency name
    • ✅ Sender address shows your domain, not voiceaiportal.com
    • ✅ Reply-to address is correct
    • ✅ Email content renders properly

💡 If the email lands in spam: Return to Resend and confirm all DNS records show green checkmarks. SPF and DKIM must both be verified for reliable inbox delivery.

What Your Clients Will Now Experience

Once Resend is configured, here is the before and after for every client-facing email:

mail TypeBefore (Default)After (With Resend)
Login verification code[email protected][email protected]
Workspace invite[email protected][email protected]
Client welcome email[email protected][email protected]

Every email your clients receive now reinforces your brand — not Voice AI Portal’s.

Customise Email Templates (Optional)

Voice AI Portal includes default templates for all system emails. You can override any template to match your agency’s tone and branding.

  1. In Settings > Email Hub, click the Templates tab.
  2. Select a template category from the left panel:
    • OPS — Operational emails (e.g., Email Configuration Test)
    • ONBOARDING — End User Welcome emails
    • AUTH — Login Verification codes
    • WORKSPACE — Workspace Invites
  3. Click a template to open it.
  4. Click Create Override to customise it for your agency.
  5. Edit the Subject and Email Body using the visual editor.
  6. Use Insert Variable to include dynamic fields like {{agency_name}}, {{workspace_name}}, or {{test_recipient}}.
  7. Click Preview to review your changes before saving.
  8. Enter your email in Send Test Email at the bottom and click Send Test to verify it.

💡 Platform Default vs Override: The Platform Default template is the system fallback. Creating an Override replaces it for your agency only — and changes apply instantly across all client emails without needing to re-save or republish.

Security Best Practices

  1. Use Sending Access keys only — Never use Full Access keys for Voice AI Portal integrations
  2. Rotate API keys every 90 days — Create a new key in Resend, update it in Voice AI Portal, then delete the old key
  3. Delete unused keys — Resend shows the “last used” date for each key; delete anything inactive for 30+ days
  4. Use a subdomain for sending — Keeps your primary domain’s reputation isolated from transactional email
  5. Never share API keys — Treat them like passwords; never paste into support tickets or commit to version control