Emails - Decoda Health

Navigate to Settings > Emails to access these settings.

Control how your automated emails look by editing the header and signature that appear on receipts, invoices, and notifications. You can set the name and address that appear on emails your staff sends to patients from the inbox, and connect a custom domain so emails come from your own address instead of a generic one. The Emails page has four tabs: Header, Signature, Sender, and Domain.

Header
Signature
Sender
Domain

The email header appears at the top of every automated email your clinic sends — receipts, invoices, appointment notifications, and more. Use it to add your clinic branding, a welcome message, or important contact details.

Edit the Email Header

Open the Header tab

Go to Settings > Emails and select the Header tab (selected by default).

Write your header content

Use the editor to compose your header. The editor is organized into rows — each row is a section you can move around and edit independently.

Click a row to select it, then double-click to edit its content.
Use the toolbar to format text — bold, italic, underline, strikethrough, headings, lists, links, and alignment.
Insert images — click the image button to upload a logo or banner.
Insert links — highlight text and click the link button, or press Cmd+K.
Type / to insert different content types like headings, images, or buttons.
Drag a selected row up or down to rearrange your header layout.

Insert dynamic values

Type @ anywhere in the editor to see a list of available variables. Select a variable to insert it. These values are automatically filled in when the email is sent. Available variables include your clinic name, phone number, and other details.

Save

Click Save Header. Your changes apply to all future automated emails.

The email signature is added to the bottom of every outgoing email. It typically includes the sender’s name, title, and clinic contact information.

Choose a Template

At the top of the Signature tab, you will see pre-built templates to get started quickly:

Template	What it includes
Minimal	Closing line, provider name, and title.
Professional	Provider name and title, clinic name, phone, and email.
Complete	Full signature with provider details, clinic name, location, and contact info.
Clinic Focused	Emphasizes the clinic name and location, with the provider name at the bottom.

Click a template to load it into the editor. You can then customize it further.

Edit the Signature

Open the Signature tab

Go to Settings > Emails and select the Signature tab.

Pick a template or start from scratch

Click one of the template cards to load a starting layout, or type directly into the editor to create your own.

Customize the content

The signature editor works the same way as the Header tab. Click a row to select it, double-click to edit, and drag rows to rearrange. Use the toolbar to format text, add links, insert images, and attach files. Type / to insert different content types.

Insert dynamic values

Type @ to insert variables like provider name, provider title, clinic name, clinic phone, clinic email, and location. These fill in automatically for each email.

Save

Click Save Signature. The updated signature appears on all future outgoing emails.

The Sender tab controls the name and address in the “From” line on emails your staff sends to patients from the inbox — when they compose a new message, reply, or forward. Automated emails (receipts, appointment reminders, invoices) always show your clinic name.

Sender Name

Choose what patients see as the sender’s name:

Option	What patients see
Sending provider’s name	The name of the staff member who sends the email (for example, “Dr. Jane Smith”).
Clinic name	Your clinic’s name on every staff email, no matter who sends it.

Sending Address

This is the part of the email address before the @ — for example, the frontdesk in frontdesk@mail.yourclinic.com.

Leave it blank to use your clinic’s subdomain as the address.
Spaces are automatically replaced with hyphens as you type, so “front desk” becomes “front-desk”.
Only letters, numbers, and the characters . _ + - are allowed.
Customizing the address requires a verified email domain. Until one is set up, staff email is sent from the default address — see the Domain tab to connect one.

Preview

A live Preview at the bottom of the tab shows how the “From” line will look with your current choices, for example: From: Jane Smith <frontdesk@mail.yourclinic.com>.

Edit the Sender

Open the Sender tab

Go to Settings > Emails and select the Sender tab.

Choose the sender name

Select Sending provider’s name or Clinic name.

Set the sending address (optional)

Type the address you want staff email to come from, or leave it blank to use your subdomain.

Save

Click Save. Your choices become the default for staff email going forward.

These are defaults. When your staff composes, replies to, or forwards an email, they can still adjust the sender name and address for that one message right from the “From” line in the composer.

By default, automated emails are sent from a generic address. Connect your own domain so emails come from an address like mail.yourclinic.com, which builds trust with patients and improves deliverability.

Add a Custom Domain

Open the Domain tab

Go to Settings > Emails and select the Domain tab.

Click Add Domain

If no domain is configured, you will see an Add Domain button. Click it to open the setup form.

Enter your domain name

Type your domain name in the field. We recommend using a subdomain like mail.yourdomain.com rather than your root domain.

Click Add Domain to confirm

Click Add Domain. The system creates the domain and shows you the DNS records you need to add.

Configure DNS Records

After adding your domain, you will see a table of DNS records to add at your domain registrar (e.g., GoDaddy, Cloudflare, Namecheap). The records are organized into three groups:

Sending Records (required) — These authenticate your domain so emails are delivered successfully. You must add these records for the domain to work.
Receiving Records (MX) (optional) — Add these if you also want to receive emails at your custom domain.
DMARC Records (optional) — These help protect your domain from email spoofing and improve deliverability.

Each record shows:

Column	Description
Type	The DNS record type (e.g., TXT, CNAME, MX).
Name/Host	The record name to enter at your DNS provider. Click the copy button to copy it.
Value	The record value to enter. Click the copy button to copy it.
Priority	Shown for MX records only. Enter this priority value at your DNS provider.
Status	Shows Verified (green) when the record is detected, or Pending (yellow) when it has not been found yet.

Verify DNS Status

After adding DNS records at your provider, come back to this page and click Verify DNS. The system checks whether your records are correctly configured and updates each record’s status.DNS changes can take up to 48 hours to take effect, so if verification fails right away, wait and try again later.

Domain Status

Your domain shows one of these statuses:

Status	Meaning
Active	All required DNS records are verified. Emails will be sent from your domain.
Unverified	The domain was added but DNS records have not been verified yet.
Disabled	The domain has been disabled and is not in use.

Sender Warming

Once your domain is active, a Sender Warming card appears on the page showing the daily sending cap, how many emails are left for today, and how close the domain is to the next cap tier. New domains start with a low daily cap that grows automatically as you build a track record of successful sends. See Email Warming for a full explanation of how caps are set and how blasts are paced during warming.

SMTP Credentials

Once your domain is added, the page shows your SMTP Login beneath the domain name. This is the address used to send emails through the mail service.

Reply-to Address

Each domain has its own Reply-to address — the address that receives replies when a patient responds to an email sent from that domain. Because it is set per domain, you can point replies to different inboxes for your everyday (transactional) emails and your marketing emails.

Leave it blank (the default) so replies go to the sending address and stay in your Decoda inbox.
Type an address only if you want replies to go somewhere specific, then click Save. The address must be a valid email address.

Patient replies go to whatever address you enter here. Use an address at this same domain so replies still land in your Decoda inbox — an outside mailbox (like a personal Gmail) receives them instead, and they will not appear in Decoda.

DNS Provider Guides

If you need help adding DNS records, click Need help setting up DNS records? at the bottom of the page. You will find links to setup instructions for common providers including GoDaddy, Cloudflare, Namecheap, Squarespace Domains, and Digital Ocean.

Delete a Domain

To remove your custom domain, click the Delete button next to the domain name and confirm when prompted. After deletion, emails will be sent from the default address.

Advanced Configuration

Dynamic Variables

Both the header and signature editors support dynamic variables via the @ shortcut. When an email is sent, variables are replaced with real values such as the provider’s name, clinic phone number, or location address. This means a single template works for all providers and locations without manual editing.

Permissions

Email settings use these permissions:

Manage Email Domains — Required to add, verify, or delete a custom email domain. Without this permission, domain actions are disabled.
View Email Domains — Required to view the email domain configuration and DNS records.
Users with standard admin access can edit the header, signature, and sender settings.

​Edit the Email Header

​Choose a Template

​Edit the Signature

​Sender Name

​Sending Address

​Preview

​Edit the Sender

​Add a Custom Domain

​Configure DNS Records

​Verify DNS Status

​Domain Status

​Sender Warming

​SMTP Credentials

​Reply-to Address

​DNS Provider Guides

​Delete a Domain

​Advanced Configuration

Edit the Email Header

Choose a Template

Edit the Signature

Sender Name

Sending Address

Preview

Edit the Sender

Add a Custom Domain

Configure DNS Records

Verify DNS Status

Domain Status

Sender Warming

SMTP Credentials

Reply-to Address

DNS Provider Guides

Delete a Domain

Advanced Configuration