There are important email settings on your end that can have a major impact on the deliverability of your email broadcasts sent through VoterVoice. This page has more information about what these DMARC settings are and how DMARC works.
If your association has a restrictive SPF record that doesn't include VoterVoice, that can cause an issue where emails sent through VoterVoice get marked as possible spam and may not be delivered. An SPF record identifies which mail servers are permitted to send email on behalf of your domain. The purpose of an SPF record is to prevent spammers from sending messages with forged "from" addresses at your domain.
Since VoterVoice sends messages that you initiate through our system (that we make to look as though they’re coming directly from you), it helps prevent any issues with deliverability if you include us in your SPF record. Please pass this along to your email administrator/IT person, and let us know once they have made that change.
...to your existing SPF records before the "all" part of the statement. Make sure it is set up as an include and contains the underscore. Note that it can take up to 24 hours for a change to your SPF records to take effect.
This step is rarely necessary because adding VoterVoice to your SPF record usually does the trick. If it doesn't, though, VoterVoice can add your DKIM Key to our email headers to approach the problem from another angle.
Please follow the below instructions to set up DKIM.
1. Make a new 1024 bit public/private key pair. As part of the process of generating the key, you'll be specifying your association's domain and a selector of your choice. These keys should be unique for VoterVoice's use and not shared with other vendors.
You may have your own service that will generate this for you, but if you don't, here's a site that may help.
2. Using the public key domain and selector from the previous step, create a DKIM text record and publish on your DNS. After this step, you should have a public record that looks something like this: selector._domainkey.domain.
3. Provide VoterVoice the:
- RSA private key
*Note that it can take about a business week to get your DKIM key added to the VoterVoice mail servers. In the meantime, we are able to add your domain to our DMARC tables. That means that in the interim:
- You set the from email and from name as normal when sending a broadcast.
- The from email will appear to your users as firstname.lastname@example.org.
- The from name will appear as you set it.
- Any replies will come to the email you set as the from email.
If you wish to delve further into prophylactic measures to help ensure deliverability, contact email@example.com. The Support Team can send you information on whitelisting our IP addresses or adding an exception to your firewall.