Configuring email sender settings

When Vitay sends emails to candidates and references on your behalf, two things determine how those emails appear to recipients: the sender email address and the sender name. Understanding how to configure these — and the tradeoffs involved — will help you choose the right setup for your organization.

The Two Settings

Vitay gives you independent control over two things:

Because these are independent, you have four possible combinations. Most companies use one of two "pure" setups, but mixed setups are also valid.

Option 1: Fully Personalized — Assigned Recruiter's Email & Name

Both "Use assigned recruiter's email" and "Use assigned recruiter's name" are ON.

Emails arrive appearing to come directly from the recruiter managing that candidate — their name and their email address. This is our most recommended configuration, as emails sent to candidates and references will be coming from a more recognizable email address and will be less likely to ignore the email.

Best for:

• Companies where candidates have a strong relationship with a specific recruiter
• Organizations where personal outreach improves response rates
• Companies who want recruiters to receive emails from their assigned candidates/references

Things to consider:

• Each recruiter's email domain (the part of the email after the @) needs to be properly authenticated (see DMARC below) or emails may land in spam
• Replies go to the recruiter's inbox, not a shared inbox

Option 2: Fully Centralized — Dedicated Email & Name

Both "Use assigned recruiter's email" and "Use assigned recruiter's name" are OFF.

All emails come from one fixed address and name (e.g., references@yourcompany.com  / "Your Company Talent Team"), regardless of which recruiter is assigned.

Best for:

• Companies that want a consistent, branded experience
• Organizations with high recruiter turnover where consistency matters
• Teams that want all replies routed to a shared inbox
• Companies with strict IT/email governance policies

Things to consider:

• Less personal feel for candidates
• Easier to authenticate and maintain (one domain to configure)
• Centralizes reply management

Option 3: Mixed

Either email or name is using the recruiter, the other is using a dedicated/custom value.

If you want to, say, not list the recruiter's full name as the sender of an email but do want to use their email, then this is the solution for you.

Best for:

• Less common, but useful when replies must go to the recruiter's inbox while maintaining a standard brand name

Using a Vitay Email Address

If you don't have a company email address you want to use, or you're getting started, you can use a Vitay-hosted email address (e.g., yourcompany@vitay.io ).

Pros:

• No domain configuration required — it works out of the box
• Vitay handles authentication and deliverability

Cons:

• The email address won't match your company's domain, which can look less professional
• Replies come to Vitay's system, not your own inbox
• Some candidates and references may be less likely to trust or respond to an unfamiliar domain

Vitay emails are a good starting point or for smaller teams, but most established companies eventually migrate to their own domain.

Using Your Own Domain — And Why DMARC Matters

When you configure a dedicated email on your own company domain (e.g., references@yourcompany.com ), email authentication becomes crucial. Without proper authentication, your emails are likely to be flagged as spam or rejected entirely.

There are three standards that work together:

SPF (Sender Policy Framework)

A DNS record that lists which mail servers are authorized to send email on behalf of your domain. You need to authorize Vitay's sending infrastructure in your SPF record.

DKIM (DomainKeys Identified Mail)

A cryptographic signature attached to each email that proves it hasn't been tampered with and that it came from an authorized source. Vitay provides a DKIM key you add to your DNS.

DMARC (Domain-based Message Authentication, Reporting & Conformance)

DMARC builds on SPF and DKIM. It tells receiving mail servers what to do when an email fails authentication — reject it, quarantine it (send to spam), or do nothing — and optionally sends you reports about what's happening.

If you do not have DMARC set up yet, you can start by reading our article on setting up DMARC.