Emails landing in spam? Verify your domain (SPF, DKIM, DMARC)

If your emails keep landing in spam, the most common cause is an unverified sending domain. Verifying your domain adds three small DNS records - SPF, DKIM, and DMARC - that tell inbox providers like Gmail and Outlook that KM Hub is genuinely allowed to send mail for you. It is a one-time setup, and if DNS isn't your thing, KM Hub can email the exact instructions to your web person for you.

What the status pill tells you

Each domain you add on the Email Domain tab shows a status pill:

• Not started: the domain was added but no verification has been attempted yet.
• Pending DNS: KM Hub is waiting for the DNS records to appear. Records can take a while to propagate after you add them.
• Re-checking: KM Hub is actively checking your records again.
• Verified: you're done. Mail from this domain is authenticated.
• Failed: one or more records didn't match. See the troubleshooting section below.

Verify your domain step by step

1. Open Settings, then Your Account, and click the Email Domain tab.
2. Find your domain in the list and expand its DNS records section. You'll see each record with a Name and a Value, each with its own copy button.
3. In a second browser tab, log in to wherever your domain's DNS is managed - GoDaddy, Cloudflare, Namecheap, Wix, or your hosting company.
4. For each record KM Hub lists, create a matching record at your DNS host. Use the copy buttons so the Name and Value transfer exactly - a single stray character is enough to fail verification.
5. Back in KM Hub, click Verify.
6. The status pill moves to Verified once everything checks out. If it sits at Pending DNS, give it some time and click Refresh to check again.

Not technical? Hand it off in one click

Next to your domain's DNS records you'll find an Email these instructions to your web person button. It opens a ready-to-send email that already contains every record with its exact Name and Value. Just add your web person's address and send - they'll have everything they need, and you never have to touch a DNS panel.

Tell KM Hub what each domain is for

Each domain carries purpose chips: General, Outreach, Newsletter, and Transactional. Use them to control which domain sends which kind of mail - for example, one domain for your day-to-day and transactional messages and another for outreach or newsletters. Keeping higher-volume sends on their own domain protects the reputation of your main one.

Removing a domain

If you added the wrong domain or no longer need one, click Remove on that domain. KM Hub asks you to confirm before anything is deleted.

If verification fails

• Re-open the DNS records expander and compare each record character by character against what you created at your DNS host. Copy-paste with the copy buttons rather than retyping.
• Some DNS hosts automatically append your domain to the record name. If a record won't verify, try entering only the subdomain part of the Name.
• DNS changes are not instant. If you just added the records, wait a bit and click Refresh, then Verify again.
• Still stuck after a re-check? Use the Email these instructions to your web person button - a fresh pair of eyes on the DNS panel usually spots the mismatch quickly.

Still stuck? Submit a ticket from this help center and we'll take it from there.