Getting Started with Zencity Newsletters

Access and Permissions

By default, the Newsletters tool is open to users with admin permissions. Admins can grant access to additional team members via the Access Management icon.

Need help getting started? Contact your Admin or reach out to Zencity Support.

Quick Start with Zencity

Zencity makes it easy to begin sending newsletters and other resident communications immediately. Every city receives a dedicated Zencity domain (e.g., yourcity@mail.zencity.io). This means there’s no setup or IT involvement required to start exploring the tool and sending emails.

Using Your Organization Official Domain 

If you’d like to send emails from your official city domain (and we recommend you do), this requires a one-time setup by your IT team.

Why Authenticate Your Domain?

Authenticating your domain with SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail) ensures your emails are trusted, secure, and more likely to reach inboxes.

• Protect your brand: Authentication prevents unauthorized senders from impersonating your domain, reducing phishing and spoofing risks.

• Improve deliverability: Internet service providers use SPF and DKIM to verify incoming emails. Authenticated emails are less likely to land in spam folders.

What is SPF?

SPF is an email authentication protocol that lets domain owners specify which mail servers are allowed to send emails on their behalf. This is done by publishing a DNS TXT record.

How SPF Works

When you send an email, the receiving server checks your SPF record to verify the sending server is authorized. If it matches, the email is marked as authentic.

Setting Up SPF with Zencity

1. Log in to your domain provider’s DNS settings.

2. Add a new TXT record with the following value:

v=spf1 include:spf.zencity.io ~all

• Name/Host: Use @ or leave blank (applies to the root domain).

• Value: As above.

Note: If your domain already has an SPF record, merge it into a single entry — multiple SPF records can cause failures.

What is DKIM?

DKIM adds a digital signature to your email messages so receiving servers can verify the content hasn’t been altered and that it was sent from your authorized domain.

How DKIM Works

Zencity signs your email with a private key, while the recipient’s server verifies it using a corresponding public key published in your DNS records.

Setting Up DKIM with Zencity

1. Log in to your domain provider’s DNS settings.

2. Add a new TXT record:

   • Name/Host: zencity._domainkey.yourdomain.com

   • Value/Target: The DKIM key provided by Zencity Support.

DKIM Key Strength

• 1024-bit: Standard, secure for most cases.

• 2048-bit: Recommended for enhanced security and future-proofing.

• 4096-bit: Strongest but rarely needed due to performance and DNS size limits.

*Zencity recommends using 2048-bit keys.

Verifying SPF & DKIM

After adding DNS records:

• Log in to your Zencity account > Domains & Authentication.

• Select your domain to confirm SPF and DKIM are configured correctly.

• A green checkmark indicates success.

Best Practices

• Use SPF + DKIM together for maximum security.

• Add a DMARC record for full protection and reporting.

• Regularly monitor deliverability and authentication reports.

• Ensure consistency across all domains used for sending emails.

Troubleshooting

• Propagation Time: DNS changes may take 24–48 hours.

• SPF Too Long: Consolidate records or use subdomains.

• DKIM Not Authenticating: Double-check for typos or extra spaces.

• Rejected Emails: Combine SPF, DKIM, and DMARC for best results.

Conclusion

Setting up SPF and DKIM authentication is crucial for protecting your domain and improving email deliverability. With Zencity’s integrated tools, you can confidently send newsletters knowing they are secure, trusted, and effective in reaching your residents.

Need further assistance? Contact Zencity Support.