📩 Hero Allies – Email Infrastructure Master Plan

📩 Hero Allies Email Infrastructure – Final Setup Guide (Full Version)

1. Google Workspace (heroallies.com)

1.1 Paid Mailbox

  • millie@heroallies.com → only paid Google Workspace seat.

  • All aliases deliver into Millie’s inbox.

1.2 Aliases

Corporate / Leadership

admin@heroallies.com
ceo@heroallies.com
coo@heroallies.com
info@heroallies.com
hello@heroallies.com
help@heroallies.com
team@heroallies.com
feedback@heroallies.com
announcements@heroallies.com

Departments

billing@heroallies.com
sales@heroallies.com
support@heroallies.com
partners@heroallies.com
partnership@heroallies.com
press@heroallies.com
security@heroallies.com
resources@heroallies.com
properties@heroallies.com

Marketing / Outreach

affiliates@heroallies.com
deals@heroallies.com
events@heroallies.com
entertainment@heroallies.com
jobs@heroallies.com
marketing@heroallies.com
newsletter@heroallies.com
updates@heroallies.com
sponsorships@heroallies.com

Transactional / Automated

auto@heroallies.com
no-reply@heroallies.com
notifications@heroallies.com
report@heroallies.com

Team Aliases

dave@heroallies.com
angie@heroallies.com
angela@heroallies.com
miranda@heroallies.com
connor@heroallies.com

2. DNS Records (GoDaddy → heroallies.com)

2.1 MX (Google Workspace)

ASPMX.L.GOOGLE.COM.          priority 1
ALT1.ASPMX.L.GOOGLE.COM.     priority 5
ALT2.ASPMX.L.GOOGLE.COM.     priority 5
ALT3.ASPMX.L.GOOGLE.COM.     priority 10
ALT4.ASPMX.L.GOOGLE.COM.     priority 10

2.2 SPF

@   TXT   "v=spf1 include:_spf.google.com include:_spf.flowlu.com include:sendgrid.net ip4:66.147.239.51 ~all"

2.3 DKIM

  • Google DKIM (active):

google._domainkey   TXT   "v=DKIM1; k=rsa; p=MIIBIjANBgkqhkiG9w0BAQEFAAOCAQ8AMIIBCgKCAQEA4yq1U4bCR1zpu+/Q4DO+1diGgvzcnWsIe2hgUJYcLHAbWGwar6t1BdzGmVp154hgxx9+iB1D2roM16Wb/eQ+6GVICZULRWXM7iFhgJbORYuWtLd4M2vQQmgevDl2L9wRrcDyxjV4cOfRLK4yEDbU45bH7OFu1+kOGOatXULYe7Zax205eVJUokNuPg9XCdmI44ov0XlsigcnS1VM+Fw48NvvMsIkm/GFeFnynTUec2UZWW5WjvMxJ1cdjaQJ8GQDSDLYqLTJi7VpjTmcTQAG4JXU9hbYp9BfU58IYbJxuD2nu6/pDY/zll7sxBRNF04gOTxavNUqHj7urNaKEAJ0iQIDAQAB"

  • Apollo DKIM:

apollo._domainkey   TXT   "v=DKIM1; k=rsa; p=MIIBIjANBgkqhkiG9w0BAQEFAAOCAQ8AMIIBCgKCAQEAqENIZdgZnmE8GE1gGZS9E2ssV++V2ub15ISvGeIXopytb9GFcyLJF+jOdFxy/tjgRSZm0Xcl4/gWB6Pb8gN2w3t4bRRecUgbc72w7W+HsmNxQC0+wKW9g54b041J+hmMjhnyUCocSFzia/mE5kWhWPF4nEuaz8lJ7TWxIyVbsY51Q9SfxXEX+usf3dttePaI6ai0oPlvV0XnHyh1dRKFqovSwxusHdnclWOyczM5gXtV+QkwBDMzt3Mn6xgUHKRD/fjGlDXypSna7ZgvSzimYIq2dO1NdRsI0nL693aOrXUXaxACQwqiQuh+pBdK9hWUzOQ5nyyT4Bkmhzs2OkWs6QIDAQAB"

2.4 DMARC

_dmarc   TXT   "v=DMARC1; p=quarantine; adkim=r; aspf=r; rua=mailto:report@heroallies.com,mailto:dmarc_rua@onsecureserver.net"

2.5 Apollo Tracking

cst   CNAME   excited-cornichons.aplonet.com.

3. Cousin Domain (heroalliesmail.com)

Dedicated to bulk mail, outreach, and affiliates.

3.1 Subdomains

  • news.heroalliesmail.com → newsletters (Mailgun)

  • outreach.heroalliesmail.com → partnerships/leads (Mailgun)

  • notify.heroalliesmail.com → system/BD emails (Mailgun)

  • offers.heroalliesmail.com → promos/discounts (Mailgun, now active)

  • events.heroalliesmail.com → event marketing (Mailgun, now active)

  • mailgun.heroalliesmail.com → PushlapGrowth affiliate program (DNS only; they send)

    • *

3.2 Mailgun Subdomains (you manage)

Each subdomain requires: SPF, DKIM, DMARC, tracking CNAME.

news.heroalliesmail.com

news   TXT   "v=spf1 include:mailgun.org ~all"
s1._domainkey.news   TXT   (Mailgun DKIM S1)
s2._domainkey.news   TXT   (Mailgun DKIM S2)
_dmarc.news   TXT   "v=DMARC1; p=quarantine; rua=mailto:report@heroallies.com"
email.news   CNAME  mailgun.org.

outreach.heroalliesmail.com

outreach   TXT   "v=spf1 include:mailgun.org ~all"
s1._domainkey.outreach   TXT   (Mailgun DKIM S1)
s2._domainkey.outreach   TXT   (Mailgun DKIM S2)
_dmarc.outreach   TXT   "v=DMARC1; p=quarantine; rua=mailto:report@heroallies.com"
email.outreach   CNAME  mailgun.org.

notify.heroalliesmail.com

notify   TXT   "v=spf1 include:mailgun.org ~all"
s1._domainkey.notify   TXT   (Mailgun DKIM S1)
s2._domainkey.notify   TXT   (Mailgun DKIM S2)
_dmarc.notify   TXT   "v=DMARC1; p=quarantine; rua=mailto:report@heroallies.com"
email.notify   CNAME  mailgun.org.

offers.heroalliesmail.com

offers   TXT   "v=spf1 include:mailgun.org ~all"
s1._domainkey.offers   TXT   (Mailgun DKIM S1 when provisioned)
s2._domainkey.offers   TXT   (Mailgun DKIM S2 when provisioned)
_dmarc.offers   TXT   "v=DMARC1; p=quarantine; rua=mailto:report@heroallies.com"
email.offers   CNAME  mailgun.org.

events.heroalliesmail.com

events   TXT   "v=spf1 include:mailgun.org ~all"
s1._domainkey.events   TXT   (Mailgun DKIM S1 when provisioned)
s2._domainkey.events   TXT   (Mailgun DKIM S2 when provisioned)
_dmarc.events   TXT   "v=DMARC1; p=quarantine; rua=mailto:report@heroallies.com"
email.events   CNAME  mailgun.org.

3.3 PushlapGrowth (mailgun.heroalliesmail.com)

DNS only — PushlapGrowth controls sending.

mailgun   TXT   "v=spf1 include:mailgun.org ~all"
mx._domainkey.mailgun   TXT   "k=rsa; p=LONG_KEY_FROM_PUSHLAPGROWTH"
_dmarc.mailgun   TXT   "v=DMARC1; p=quarantine; rua=mailto:report@heroallies.com"
email.mailgun   CNAME  mailgun.org.
mailgun   MX 10 mxa.mailgun.org.
mailgun   MX 10 mxb.mailgun.org.

4. Brilliant Directories → Mailgun (notify.heroalliesmail.com)

4.1 Mailgun Setup

  1. Add notify.heroalliesmail.com in Mailgun.

  2. Verify SPF, DKIM, DMARC, tracking CNAME in GoDaddy.

  3. Create SMTP user: postmaster@notify.heroalliesmail.com.

  4. Create route:

    • Match: to: *@notify.heroalliesmail.com

    • Action: forward → millie@heroallies.com.

4.2 Brilliant Directories Admin Settings

From: no-reply@notify.heroalliesmail.com
Reply-To: support@heroallies.com
SMTP: smtp.mailgun.org
Port: 587
Username: postmaster@notify.heroalliesmail.com
Password: (Mailgun SMTP password)

4.3 Test

Send test email → Gmail → Show original → confirm:

  • SPF: PASS (notify.heroalliesmail.com)

  • DKIM: PASS (d=notify.heroalliesmail.com)

  • DMARC: PASS

    • *

5. Apollo Setup

5.1 Connect Mailgun

SMTP: smtp.mailgun.org
Port: 587
Username: postmaster@outreach.heroalliesmail.com
Password: (Mailgun SMTP password)

5.2 Tracking Domain

cst.heroallies.com   CNAME   excited-cornichons.aplonet.com.

5.3 Sending Identities

outreach@outreach.heroalliesmail.com
newsletter@news.heroalliesmail.com

5.4 Warm-up

  • Week 1: ≤50/day

  • Week 2: 75–100/day

  • Week 3: 150–200/day

  • Monitor bounces/complaints in Mailgun.

    • *

6. Gmail “Send Mail As”

  1. In Millie’s Gmail → Settings → Accounts and Import → Add another address.

  2. For root aliases (e.g., support@heroallies.com) → Treat as alias.

  3. For subdomain identities (e.g., no-reply@notify.heroalliesmail.com):

    • Use external SMTP.

    • Host: smtp.mailgun.org

    • Port: 587

    • Username: postmaster@notify.heroalliesmail.com

    • Password: Mailgun SMTP password.

7. Testing & Troubleshooting

  • Check DNS

dig TXT heroallies.com
dig TXT notify.heroalliesmail.com
dig TXT offers.heroalliesmail.com
dig TXT events.heroalliesmail.com
dig CNAME email.notify.heroalliesmail.com
dig CNAME cst.heroallies.com

  • Deliverability: Send test → Gmail → Show original → verify SPF/DKIM/DMARC = PASS.

  • Spam Score: Send to mail-tester.com → aim for ≥9/10.

  • Common Failures:

    • SPF fail = typo or too many lookups.

    • DKIM fail = wrong record type (must be TXT).

    • DMARC fail = From domain mismatch.

    • No replies = check Mailgun Routes.

    • *

✅ Final State

  • heroallies.com → Google Workspace (Millie + all aliases).

    • Gmail DKIM active (s=google).

    • Apollo DKIM active (s=apollo).

  • heroalliesmail.com → Mailgun subdomains for campaigns/outreach/BD system.

    • news. = newsletters

    • outreach. = partnerships

    • notify. = Brilliant Directories system mail

    • offers. = promos (active, warming)

    • events. = events (active, warming)

    • mailgun. = PushlapGrowth affiliate program (DNS only)

  • All replies → millie@heroallies.com.

  • Millie can send/reply as any identity via Gmail.

  • SPF, DKIM, DMARC alignment passes everywhere.

    • *
Made with ProductLift