Team sender addresses

Send from talent@, interviews@, offers@ on your verified domain — no separate SMTP setup per address.

Team sender addresses let one verified domain drive many named senders — talent@company.com, interviews@company.com, offers@company.com — without creating a separate SMTP configuration or verifying a new domain for each one.

You configure them once, then assign them to email templates. Rejection emails go out as talent@, offer letters as offers@, interview logistics as interviews@. Each address has its own display name and optional Reply-To.

Requirements

Before you can add a team sender:

1. Your organization has an active, verified email configuration (SMTP or Resend). See Custom email (SMTP).
2. The domain of the address you want to send from is DKIM-verified and SPF-verified for your organization. That domain lives on the Email settings → Domains page.

If DKIM or SPF is not verified yet, InsightHire will show a warning on the Team senders card and refuse to create the sender. Fix DNS first.

You do not need a mailbox for each team address. talent@company.com does not have to exist as a Gmail or Microsoft 365 user. The messages are authenticated at the domain level.

Add a team sender

1. Go to Configurations → Communications → Email settings.
2. Scroll to Team sender addresses.
3. Click Add sender.
4. Fill in:
   • Local part — the piece before the @ (e.g. talent, interviews, offers).
   • Domain — pick one of your verified domains.
   • Display name — the name candidates see next to the address (e.g. "Hiring Team").
   • Reply-To — optional. Defaults to the sender address itself. Point it somewhere else (a shared inbox, a personal recruiter address) if replies should land there.
   • Use as default for new templates — optional. When set, new email templates created in this org start with this sender selected.
5. Add sender.

You can add as many as you need. Only one can be flagged as default at a time.

Use a team sender on a template

1. Open an email template (Configurations → Communications → Email templates, then edit any template).
2. In Send from, pick the team sender.
3. Save.

From now on, whenever InsightHire sends that template — a rejection email, an offer email, a journey step — it goes out under that team address. If the template has no sender selected, the org default sender (if any) is used; if there is none, InsightHire falls back to the org-wide From address from your email configuration.

Sends still route through your verified email configuration and are subject to its rate limits.

Delete or update a team sender

• Deleting a sender that has no templates referencing it removes it immediately.
• Deleting a sender that still has templates using it is refused, with a list of the referencing templates. Reassign or clear those templates first, then retry.
• Changing the display name or Reply-To takes effect on the next send. It does not retroactively change past logs.

Send a test message

Every sender row has a Send test button that dispatches a real message through the sender's actual channel:

• Domain-verified sender — the test goes out through your platform email configuration (Resend, SMTP, etc.) with the sender's From and Reply-To. If DKIM or SPF is misconfigured, this send will fail or land in spam, so it's a full end-to-end check.
• OAuth shared-inbox sender — the test goes out through the connected Gmail account (gmail.send) or Microsoft 365 mailbox (Mail.Send / SendAs), exercising the token and permissions.

To use it: click Send test on the row, type the recipient email, click Send. The button reports back which channel handled the send (Test sent via platform SMTP or Test sent via OAuth shared inbox). Any org admin can trigger — the audit log records the send under email_sender.send_test.

See only OAuth-shared-inbox sends (or only SMTP)

The Email Logs page has a filter row above the list:

• All sends (default) — every message the org has sent.
• Platform SMTP — messages dispatched through your email configuration. Includes anything sent before Phase 4 of the sender feature.
• OAuth shared inbox — messages dispatched through a connected Gmail or Microsoft 365 shared mailbox. Rows in this view also show a compact "Gmail shared inbox" / "Microsoft 365 shared inbox" chip inline, so you can spot channel at a glance.

The filter is server-side, so the OAuth-only view surfaces rows past the on-screen fetch limit that a client-side filter would miss.

Troubleshooting

The "Add sender" button is disabled

Your domain is not verified yet. Go to Configurations → Communications → Email settings → Domains and finish DKIM and SPF for at least one domain, then reload.

Sends still show the old From address

Templates cache their sender selection. If you swapped a template's sender, make sure you clicked Save on the template itself. Journey steps use the sender that was in effect at the time the message was scheduled — reassigning a template's sender does not rewrite already-queued messages.

Emails from a new team sender go to spam

Team senders inherit the DKIM and SPF that authorize your main email configuration, so they should not need any extra DNS. Two things to check:

• DMARC alignment. If your DMARC policy is p=reject or p=quarantine, the From address's domain must match the domain the provider is signing with. Team senders always live on a verified domain, so this is normally fine — but if you're using a strict SPF policy (-all) and a cross-domain send provider, some receivers may still challenge you. Ask IT to loosen DMARC to p=none during warm-up.
• Warm-up. A brand-new address on an established domain still has no reputation of its own at some ISPs. Start with a few low-volume sends before turning on a high-volume journey.

Related

• Custom email (SMTP)
• Shared mailbox (OAuth) sending