Domain Management Guide

Complete guide to adding, configuring, and managing your domains for DMARC monitoring

Adding Your First Domain

Step 1: Navigate to Domain Management

  1. Log into your SpoofMon dashboard
  2. Click on "Domains" in the main navigation menu
  3. You'll see a list of your current domains (if any) and an "Add Domain" button

Step 2: Add Your Domain

  1. Click the "Add Domain" button
  2. Enter your domain name in the format: example.com
    • Do NOT include "http://" or "www."
    • Use only the root domain (e.g., "company.com" not "mail.company.com")
  3. Click "Add Domain" to save
Important Domain Requirements
  • You must own and control the domain you're adding
  • You'll need access to DNS management for the domain
  • Only add domains you actively send email from
  • Each domain requires its own DMARC DNS record

Understanding Domain Status

Domain Status Indicators

Each domain in your list shows a status that helps you understand its current state:

Active

Domain is receiving DMARC reports regularly and monitoring is working correctly.

Pending

Recently added domain waiting for first DMARC reports to arrive.

No Reports

No DMARC reports received. May need DNS configuration or domain isn't sending email.

Error

Configuration issue detected. Check DNS records and domain settings.

Last Report Timing

The "Last Report" column shows when you received the most recent DMARC data:

  • Within 24 hours: Excellent - active monitoring
  • 1-3 days ago: Good - normal reporting frequency
  • 4-7 days ago: Acceptable - may indicate low email volume
  • Over 1 week: Concerning - check DNS configuration
  • Never: Action needed - verify domain setup

Domain Management Actions

Available Actions

For each domain, you can perform several actions using the action buttons:

Action Button Description When to Use
View Reports View See detailed DMARC reports for this domain Regular monitoring and analysis
Check DNS DNS Verify DNS records (SPF, DKIM, DMARC) Initial setup or troubleshooting
Edit Domain Edit Modify domain settings or notes Update domain information
Remove Domain Remove Delete domain from monitoring No longer need monitoring

Subdomain Considerations

Root Domain vs. Subdomains

Understanding the difference is crucial for proper DMARC monitoring:

Root Domain

Example: company.com

Covers:

  • company.com
  • All subdomains (if policy allows)
  • Most email sending scenarios
Subdomain

Example: mail.company.com

When needed:

  • Separate email infrastructure
  • Different DMARC policies
  • Independent monitoring needs

Best Practices for Subdomains

  • Start with root domain: Covers most use cases
  • Add subdomains only when needed: Separate infrastructure or policies
  • Check DMARC inheritance: Subdomains may inherit root domain policy
  • Monitor both levels: If you have specific subdomain policies

Troubleshooting Common Issues

No Reports Received

Possible Causes & Solutions:
  1. Missing DMARC record: Add DMARC DNS record with proper reporting address
  2. Incorrect reporting address: Ensure DMARC record points to correct email
  3. New domain: Wait 24-48 hours for first reports
  4. No email traffic: Domain must be actively sending email
  5. DNS propagation: Allow time for DNS changes to propagate

Irregular Report Timing

Why Reports May Be Delayed:
  • Email provider schedules: Different providers send reports at different times
  • Volume thresholds: Some providers only send reports when volume thresholds are met
  • Weekend/holiday delays: Some automated systems pause during non-business days
  • Time zone differences: Reports may arrive based on sender's time zone

Domain Verification Issues

If you're having trouble adding a domain:

  1. Check domain ownership: Ensure you control the domain's DNS
  2. Verify format: Use only the root domain without protocols
  3. DNS accessibility: Ensure domain resolves properly
  4. Special characters: Avoid domains with unusual characters

Advanced Domain Management

Bulk Domain Operations

For organizations with multiple domains:

  • Standardize DMARC policies: Use consistent policies across domains
  • Centralized reporting: Point all domains to the same reporting address
  • Group monitoring: Organize domains by business unit or function
  • Regular audits: Periodically review all monitored domains

Domain Lifecycle Management

  1. Planning: Identify domains that need monitoring
  2. Setup: Add domains and configure DNS
  3. Monitoring: Regular review of reports and status
  4. Maintenance: Update configurations as needed
  5. Retirement: Remove domains no longer in use
Pro Tips for Domain Success
  1. Always start with a DMARC policy of "p=none" for new domains
  2. Use our DNS Checker tool after adding each domain
  3. Monitor new domains daily for the first week
  4. Document any special configurations for future reference
  5. Set up recipients before adding domains to ensure immediate notifications
  6. Keep a list of all domains you own, even if not currently monitored
Related Guides
Dashboard Overview DNS Configuration Recipients Management Reports Analysis
Quick Actions
Manage Domains Check DNS Contact Support