The best way to prevent emails from being marked as spam is by taking preventative measures and adding an SPF record to your DNS settings. If you do not have access to your DNS Zone details, you will need to work with your local IT source that manages this information to update these details.
There are two IP addresses that we use to send emails from your ChMS: 220.127.116.11 and 18.104.22.168. In an SPF record, these would appear formatted: ip4:22.214.171.124 ip4:126.96.36.199.
Emails can also be sent through Sendgrid and Forms emails send through Mandrill. These should also be included in the SPF records for your domain.
Common SPF Setups
Feel free to customize these SPF records further depending on your unique circumstance. These are meant to be a baseline record for our specific services.
v=spf1 ip4:188.8.131.52 ip4:184.108.40.206 include:sendgrid.net include:spf.mandrillapp.com include:_spf.google.com ~all
v=spf1 include:spf.protection.outlook.com ip4:220.127.116.11 ip4:18.104.22.168 include:sendgrid.net include:spf.mandrillapp.com -all
v=spf1 include:emailsrvr.com ip4:22.214.171.124 ip4:126.96.36.199 include:sendgrid.net include:spf.mandrillapp.com ~all
SPF Record Setup:
SPF records are typically setup as a TXT type record in your DNS settings. If you have multiple SPF records to add, it's often necessary to place these in a single TXT record at the root of your domain. So, you have an example to look at, we've included a screenshot below that shows the setup of both Gsuite & Office365 SPF records (in green) along with other common records that could exist in a single TXT file (in red).
(1) Depending on your provider, the syntax may differ. In the example above, the setup screen required quotes before and after each entry. This may be different for your domain hosting provider.
(2) We offer the above only as an example. Our team is not certified for DNS setup and cannot add these records for you. If you don't feel confident to manage your own DNN or need advanced troubleshooting, you will need to contact an IT professional to assist.