How to Set Up Custom Domain Email in Roomie (2026 Guide)

Why Your Team Needs Custom Domain Email

Using @gmail.com for business hurts credibility. Custom email (@yourcompany.com) has these benefits :

Increases email deliverability by 30%
Blocks phishing attempts on your brand
Affordable compared to other brands roomie provides at just $2/month/per user

Prerequisites

Before starting, ensure you have:

Domain ownership (Cloudflare, GoDaddy, Namecheap, etc.)
Roomie account with email add-on ($2/user/month)
Admin access to DNS settings

Step-by-Step Setup

Step 1: Access Mail Settings

Click the Mailbox icon in the left sidebar navigation menu.

Step 2: Add Your Domain

Then click in the domains section

email setup — email domain setup in roomie

Step 3: Add a domain

Enter valid domain that you own or have access to

Step 4: Configure And Verify The DNS Records

Enter your domain name and new domain will be listed. Click on that domain to see the dns records.

Here you can copy the dns records and add this in your dns provider console. After you have add this in the dns records try to refresh. If the records are verified you will be able to create new emails.

Note: DNS propagation takes 5-30 minutes. If verification fails, wait 10 minutes and refresh.

Create new email

After setting up the email domain you can now create new emails and add them to a user

Go to email users page

2. Click Add Email Users and give proper email name and assign this to a user

3. Now the user will be able to send and receive email at this new address

Email setup is pretty easy and affordable with roomie. User can send large files without having to create any link from google drive. The app and web platform makes email access much easier.

Troubleshooting Common Issues

DNS Records Not Found

- Check for typos in record values

- Ensure TTL is set to "Auto" or 300 seconds

- Disable DNSSEC temporarily if enabled

Emails Landing in Spam

- Verify SPF and DKIM are both "Verified" in Roomie

- Warm up new domain by sending 20-50 emails/day initially

What's Included with Roomie Email

Unlike standalone email providers, Roomie integrates:

- Email-to-task: Convert email threads to task or tickets

- Integrated chat, task management and calendar with ai features

- Large Attachments: Send files up to 50MB (no Google Drive links needed)

- Shared Inboxes: create aliases like support@ and sales@ for teams

*Questions/ Support required? If you encounter any issue in this step you can directly reach out to us at [email protected]