Sending Emails
Overview
AgentTech Dialer lets you send emails directly from the platform—no need to switch to a separate email client. Whether you are emailing a single contact after a call, sending a bulk update to a group of leads, or setting up your custom email domain for professional branding, everything is handled within the system. This article walks you through every entry point, the email compose modal, bulk emailing, and the full domain authentication process.
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Three Ways to Send an Email
1. From the Navigation Bar
Click the email icon in the top navigation bar (visible on every page). This opens the Send Email Modal with empty fields, allowing you to compose a message from anywhere in the platform.
2. From a Contact's Profile
When viewing a contact's details on the Contacts page, click the Email button in the contact's action bar. The Send Email Modal opens with the To field pre-filled with that contact's email address, saving you a step.
3. Bulk Email from the Contacts Page
- Go to the Contacts page.
- Select multiple contacts using the checkboxes in Grid or List view.
- When the Bulk Actions bar appears, click the Email action.
- The Send Email Modal opens with a BCC List showing every selected recipient. This lets you send the same message to an entire group at once while keeping each recipient's address hidden from the others.
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The Send Email Modal
Regardless of how you open it, the Send Email Modal contains the same set of fields:
To (read-only)
Displays the recipient's email address for individual sends, or "Multiple recipients" for bulk sends. This field is read-only to ensure accuracy—you select recipients before opening the modal.
From (read-only)
Shows the verified sender email address associated with your agency. This is determined by your email domain configuration (see the domain setup section below). You cannot change the sender address manually; it is set at the agency level to maintain deliverability and trust.
BCC List (bulk sends only)
When you are sending to multiple contacts, this section displays the full list of recipients. Each recipient is blind carbon copied, meaning they receive the email individually and cannot see the other recipients' addresses. This is important for privacy and professionalism.
Subject
Type your email subject line here. The maximum length is 200 characters. Keep it clear and relevant—subject lines are the first thing recipients see and heavily influence whether they open the email.
Message
A large textarea (8 rows) where you compose the body of your email. HTML formatting is supported, which means you can:
- Use bold, italic, and underlined text.
- Insert hyperlinks to websites, scheduling pages, or resources.
- Add line breaks and paragraph spacing for readability.
- Include formatted lists for step-by-step instructions or key points.
Write your message as you would in any professional email client.
Send Button
Click Send to deliver the email. The system sends the message through your verified domain (or the platform's default sender if you have not configured a custom domain). A confirmation appears once the email is successfully queued for delivery.
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Setting Up Your Custom Email Domain
Sending emails from a custom domain (e.g., you@youragency.com instead of a generic platform address) dramatically improves deliverability and brand credibility. The setup process is handled in Agency Settings under the Email Domain section.
Step 1 — Enter Your Domain
- Navigate to Agency Settings.
- Scroll to the Email Domain section.
- In the Domain Name input field, type your domain (e.g., `youragency.com`).
- Click the Authenticate Domain button.
The system generates a set of DNS records that you need to add to your domain's DNS provider.
Step 2 — Add DNS Records
After clicking Authenticate Domain, a DNS Records table appears with the following columns:
| Column | Description |
|---|---|
| Type | The DNS record type (e.g., TXT, CNAME, MX). |
| Host | The hostname or subdomain to configure. |
| Value | The value to enter in your DNS provider's dashboard. |
| Action | A copy button to quickly copy the value to your clipboard. |
For each row in the table:
- Log in to your domain registrar or DNS provider (e.g., GoDaddy, Namecheap, Cloudflare, Route 53).
- Navigate to DNS management for your domain.
- Create a new record matching the Type, Host, and Value shown in the table.
- Save the record.
Repeat for every row. There are typically two to four records to add.
Important: DNS changes can take anywhere from a few minutes to 48 hours to propagate, depending on your DNS provider. Most propagate within 15–30 minutes.
Step 3 — Verify Your Domain
Once you have added all the DNS records:
- Return to the Email Domain section in Agency Settings.
- Click the Verify Domain button.
- The system checks whether the DNS records are correctly configured. If verification succeeds, the Domain Status display updates to show a verified state.
If verification fails, double-check that every record matches exactly—pay close attention to trailing periods, underscores, and casing. Then wait a few more minutes and try again.
Verified State
Once your domain is verified, the Email Domain section displays:
- Domain Name — Your verified domain.
- Verification Date — When the domain was successfully verified.
- Example Email — A preview of what your sender address looks like (e.g., `notifications@youragency.com`).
- Default From Name input — Set the display name recipients see in their inbox (e.g., "Your Agency Name" or "John at Your Agency"). Type your preferred name and click Save Settings.
- Reply-To Email input — Set the email address that receives replies when a recipient responds to your email. This can be different from the sending address. Type the desired reply-to address and click Save Settings.
Removing a Domain
If you need to switch to a different domain or remove the current one, click the Remove Domain button in the Email Domain section. This clears the configuration and returns the section to the initial setup state. Any future emails will be sent from the platform's default sender address until a new domain is configured and verified.
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Sandbox vs. Production Mode
Before your domain is verified, the email system operates in sandbox mode:
- In sandbox mode, you can only send emails to verified recipients—email addresses that have been individually confirmed. This is a safety measure that prevents unverified domains from sending to arbitrary addresses.
- Once your domain is verified, the system switches to production mode, and you can send to any recipient without restrictions.
If you attempt to send an email in sandbox mode to a non-verified recipient, the system will display a notification explaining that your domain needs to be verified first. Contact your agency admin to complete the domain setup.
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Deliverability Tips
- Verify your domain. This is the single most impactful step you can take. Emails from verified custom domains are far less likely to land in spam folders.
- Set a professional From Name. Recipients are more likely to open emails from "Jane at ABC Insurance" than from a generic sender. Use the Default From Name field in your verified domain settings.
- Set a monitored Reply-To address. Make sure the Reply-To Email is an inbox someone checks regularly. If a lead replies to your email and gets no response, the opportunity is wasted.
- Write clear subject lines. Avoid all-caps, excessive punctuation, and spammy phrases like "ACT NOW!!!" Concise, relevant subjects improve open rates.
- Keep HTML simple. While the message field supports HTML, overly complex formatting with many images or unusual layouts can trigger spam filters. Stick to clean text with occasional bold or linked text.
- Use BCC for bulk sends. The platform handles this automatically when you send bulk email from the contacts page, ensuring recipients do not see each other's addresses.
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Tracking & Troubleshooting
After sending an email, you can verify delivery in several ways:
- Check the contact's profile for a record of the sent email.
- If recipients report not receiving the email, ask them to check their spam or junk folder.
- Ensure your domain's DNS records are still in place—removing them accidentally will break authentication and hurt deliverability.
- If your domain status shows "Not Verified" after previously being verified, re-check DNS records and click Verify Domain again.
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Tips & Best Practices
- Always verify your domain. Operating in sandbox mode severely limits who you can email. Prioritize domain verification during agency setup.
- Personalize when possible. Even in bulk emails, a subject line that references the recipient's situation (e.g., "Your Medicare options for 2026") feels more relevant than a generic blast.
- Proofread before sending. Once an email is sent, it cannot be recalled. Double-check your subject line, message content, and recipient list.
- Respect opt-outs. If a contact asks to stop receiving emails, remove them from future bulk sends or update their contact record accordingly.
- Coordinate with SMS. Email and SMS work best together. Send an email with detailed information and follow up with a brief text: "Hi [Name], I just sent you an email with your plan options. Let me know if you have questions!"
- Use bulk email strategically. Bulk emails are great for announcements, event reminders, and newsletters. Avoid overusing them—recipients who receive too many emails from you may start ignoring or unsubscribing.
- Configure your domain early. Don't wait until you need to send your first campaign. Set up and verify your domain as part of your initial agency configuration so it is ready when you need it.
Last updated: February 23, 2026