Email Configuration

One of the most important features of EvBoo is its ability to email participants and leaders directly. Almost all features have a requirement to send an email to a registration, activity provider etc.

For most events, email is sent on behalf of the Event rather than from an internal EvBoo address. This is really important to ensure users feel directly connected with your Event. To do this, the EvBoo system will send email from your internet domain name e.g. bookings@mytown-scouts.org.uk where mytown-scouts.org.uk is your domain name.

Email providers like Google, Microsoft, and Yahoo use several checks to decide whether to trust an email sent from your domain. Two of the most important checks are SPF and DMARC. SPF and DMARC work together to improve deliverability and protect your domain from misuse. You must add or update your SPF and DMARC records for your domain to ensure emails send by EvBoo are delivered and not rejected. Details of how to add and test these records is given below.

Failure to configure SPF and DMARC for your domain will result in emails for EvBoo not being delivered.

To add these records, you will need to go to the DNS management area for your domain. This could be a tool provided by your internet service provider or domain name registrar (Examples: GoDaddy, Cloudflare, 123 Reg, Fasthosts, IONOS, Azure DNS.) If you need help creating this record please get in touch and we’ll point you in the right direction!

Creating your SPF record

In most cases, you should already have an SPF record. We therefore recommend you inspect that record and write down the current configuration. Do not remove the current settings as this might effect the sending of existing email. We recommend using MX Toolbox to check the current configuration. MX Toolbox can be found here – http://mxtoolbox.com/spf.aspx.

Having established how to update the record and noted the current settings you will need to add the following to the existing settings. If you do not currently have an SPF record, you can create a new one with the settings below. A tool for helping to create a valid SPF record can be found here – http://www.spfwizard.net/.

Add the following to your SPF record, before the ending parameter which is normally -all.

include:smartmail.evboo.co.uk

An example of an updated SPF record is below, note ip4:11.22.33.44 is considered to represent the existing email server and is not required by EvBoo.

v=spf1 ip4:11.22.33.44 include:smartmail.evboo.co.uk -all

Updating the SPF record should reduce the volume of emails from EvBoo being marked as SPAM. This is however never completely possible and providers such as hotmail / outlook.com often mark email of this type as SPAM. You should instruct your users to check their SPAM / Junk Email folders if their email is not received.