Email sending

RankX AI sends email for you: client reports, notifications and alerts. By default it sends from RankX AI. On the agency track you can send from your own address, which is usually the highest-value part of white label, because email is the surface a client sees most often.

Setting it up is a DNS change on your side, and it is worth doing properly rather than partly.

Where the settings are

Email settings sit in the organisation band of settings, alongside billing and team, because they belong to the whole account rather than to one Website.

There are two parts: sending, which is the address and its authentication, and templates, which is the wording.

Authenticating your domain

Sending as your own domain means proving you are allowed to. That is a DNS change, and RankX AI gives you the records to add.

Two reasons to do it rather than leaving the default:

Deliverability. Mail sent as your domain without authentication is treated as suspicious by every major receiver, which is the difference between a client reading a report and never seeing it.

Alignment. Authenticating at the root of your domain is what lets your own policy apply to the mail RankX AI sends for you, rather than leaving it as an unaligned exception.

Add the records, verify, and send yourself a test before the first client report is due. A report that goes to spam on the first of the month is discovered by your client, not by you.

Templates, and per-client overrides

Your agency sets defaults for the templates RankX AI sends. On top of those, an individual Client Workspace can carry overrides, so a client with particular requirements can have its own wording without you forking every template for everyone.

Two rules that keep this maintainable:

Change the agency default when the change applies to everyone. An override copied to every client is a default that has not been set.

Use an override for a genuine exception, and note why. An override nobody remembers the reason for is the thing that gets copied into the next client by mistake.

What still comes from RankX AI

Account email to your own team: sign-in, security notices, billing. Those are between RankX AI and you, and rebranding them would obscure who is actually telling you your subscription lapsed.

Anything sent before your domain is verified. Sending falls back rather than failing, which is the right trade for a report that is due today.

Suppression

If a recipient's mail bounces or they unsubscribe, that address is suppressed and RankX AI stops sending to it.

Two things follow, and both are worth knowing before a client says they never received a report:

Suppression is not a per-client setting you can override. It exists to keep your sending reputation intact, and yours is what a suppressed address protects.

A suppressed address on a report schedule fails quietly for that recipient, not for the schedule. The other recipients still get it.

If a client insists they should be receiving mail and are not, check the suppression state before checking anything else.

Before the first client report

1. Add the DNS records and verify the domain.
2. Send yourself a test, from the address a client will see.
3. Read the templates as your client will read them, not as you wrote them.
4. Check the recipients on the schedule. A client report is a report, not a mailing list, and the recipient list is bounded.
5. Look at the report itself before it goes out for the first time. See client reports.

Where to go next

• White label, for the rest of the branding.
• Client reports, the main thing this sends.
• Team and seats, for who receives account email.