Setup steps, Amertrans Logistics
The exact order, who does each step, and what we check before moving on. You = Amertrans (Machaela, the reps). Us = Max. We never need your GoDaddy, Microsoft 365 or HubSpot logins.
Where the mailboxes live. Each of the 4 domains gets its own Google Workspace organisation through ScaledMail, the mailbox provider we use for every client. Nothing is added to your Microsoft 365. We hold the admin side of those organisations, so DNS, authentication, forwarding and connections are all done by us. Your part is two account sign-ups and one nameserver change per domain.
Part 1 · Accounts, nameservers, mailboxes Same for all 4 domains. About 20 minutes of your time, the rest is ours.
- YouDomains: done. All four are on your GoDaddy.
amertrans-logistics.comamertranslogisticsinc.comamertranslogisticsgroup.comamertranslogisticsusa.com - YouCreate the mailbox account in your name at scaledmail.com, company card. We send the exact steps and sit on a screenshare if you want.
- UsPlace the order in that account: 4 domains, 4 mailboxes each, names as agreed with Matt. ScaledMail returns a nameserver pair.
- YouPaste the nameservers into each domain on GoDaddy.
GoDaddy → My Products → the domain → DNS → Nameservers → Change → Enter my own nameservers
Same two nameservers for all four domains. Five minutes total. - UsDNS and authentication. Once the nameservers switch, the provider creates the mailboxes and we set MX, SPF, DKIM and DMARC on each domain. Nothing for you to paste.
- UsVerify every domain from the outside. DNS lookups on MX, SPF, DKIM and DMARC for all 4 domains, then a test send and reply from one mailbox per domain.
What we set on each domain
| Record | What it does | Who |
|---|---|---|
| MX | Routes incoming mail to the Google mailboxes | Us |
| SPF | Declares Google as an authorised sender for the domain | Us |
| DKIM | Signs every outgoing email so receivers can verify it | Us |
| DMARC | Tells receivers how to treat mail that fails the checks, starts in monitoring mode | Us |
Route 1 · The 4 rep mailboxes on amertrans-logistics.com Sending from HubSpot. Zero new HubSpot seats.
- UsWe send each rep their new mailbox login once the mailboxes exist, and set the display name and photo to match the rep.
- YouEach rep signs in once at gmail.com with that login, changes the password, and adds their own recovery email.
- YouEach rep connects the new mailbox in HubSpot.
HubSpot → Settings → General → Email → Connect email account → Google / Gmail
Google sign-in with the new mailbox, click Allow. This adds a second connected inbox to their existing HubSpot user. No new user, no new seat. Two minutes, we are on the screenshare. - YouMake the new address the default for outgoing emails. In any email compose window, open the From dropdown, pick the new address, click "Set as default". Sequences also let you pick the From address when enrolling contacts.
- UsTest with each rep. Send a one-to-one email from a contact record, reply to it from outside, confirm the reply shows on the contact timeline and in the new mailbox.
- UsReplies also in the rep's main inbox. We set forwarding on each new mailbox to the rep's existing address, keeping a copy in the new mailbox. Reps answer from HubSpot or the new mailbox, never from the main one.
- UsWarm-up first, real sends after 14 days. These 4 mailboxes go into EmailPond with the rest (Route 2).
Route 2 · The 12 cold-email mailboxes on the 3 new domains Nobody logs into these day to day. They never touch HubSpot.
- YouCreate the EmailPond account at emailpond.com, Starter plan ($49/mo, up to 20 inboxes), company card, in your name.
- UsConfigure the workspace: one workspace for Amertrans, tags per domain, warm-up settings.
- UsConnect all 16 mailboxes (12 cold + 4 rep). Each connection is a Google sign-in for that mailbox. No passwords stored, no SMTP.
- UsStart and monitor the warm-up. EmailPond ramps each inbox from a couple of emails a day upward. We watch the reputation scores and tell you when each domain is ready.
- UsCold domains on standby at about 4 weeks. Two weeks of warm-up, then an inbox placement test before any cold send.
- UsFinal check and written summary: every domain, every mailbox, every record, what was set up and where.
Who does what, in one table
| Step | You | Us |
|---|---|---|
| Domains | Done | Named them, verify DNS |
| Mailbox account | Create it in your name | Place the order, 16 mailboxes named after the reps |
| Nameservers | Paste the pair into each domain on GoDaddy | DNS, SPF, DKIM, DMARC, verification |
| HubSpot | Each rep connects the new mailbox, 2 minutes | Walk them through it, test sends, confirm replies land, forwarding |
| EmailPond | Create the account | Configure, connect the mailboxes, run and monitor the warm-up |
| Final check | Nothing | Verify everything, written summary |
Timeline
| Day 1 | Mailbox account and EmailPond account created, order placed, nameservers pasted, mailboxes provisioned, DNS verified, warm-up on. |
| Day 2 | Reps connect HubSpot, test sends checked, forwarding set. |
| Week 3 | Reps start sending from the new domain. |
| Week 4 | Cold domains fully warm and on standby. Final checks, written summary. |
Max Pidvalnyi, email infrastructure and outbound, Bottle Rocket Growth. HubSpot paths checked against HubSpot documentation on September 10, 2026; mailbox provider capabilities confirmed with ScaledMail on September 10, 2026.