HighLevel Emails Sending From Your Login Email? How to Fix the From Address

Which From address does HighLevel actually use?

HighLevel publishes the order it follows (Sending Priority). This table is the one I keep open when a client says “it’s sending from the wrong address”:

So the most common case is simple. Your users signed up with a personal Gmail, and every email they send from Conversations shows that Gmail address.

How do I fix manual emails from the Conversations tab?

Pick whichever fits the team:

1. Change the From field when you send. The sender field in the email composer defaults to your login email, but you can type an address on your sending domain. HighLevel recommends a sender on the same domain as your sending subdomain, so the reply-to and From line up (test email article).
2. Give users a business-domain email. Since manual emails use the logged-in user’s email, a team member whose user email is on the business domain sends from that domain by default.
3. Connect two-way email sync for Gmail or Outlook. HighLevel says the From then shows the integrated mailbox (Sending Priority).
4. Using SMTP instead of LC Email? Copy the email address connected as your SMTP sender under Settings, Email Services, and use that as the sender (test email article).

There is no sub-account switch that forces one From address for every manual email. People have asked for one on HighLevel’s ideas board, so check the sending priority article again if you are reading this much later.

How do I fix automated emails?

In the workflow, open Settings, Communication, Sender details, choose your verified sending domain and enter the From name and From email. Any Send Email action with its own From details overrides that (Sending Priority).

Watch the fallback for assigned contacts. If the workflow has no sender set, an assigned contact gets the email from their assigned user’s address, which is often that user’s personal login email. Setting the sender at the workflow level stops that.

Is the sending domain set up and assigned?

A dedicated sending domain lets mail go out under your brand instead of HighLevel’s shared infrastructure. It applies to LC Email accounts, and you set it up in Settings, Email Services, Dedicated Domain and IP (Dedicated Sending Domain). HighLevel recommends a subdomain such as mg.yourbrand.com that you use for nothing else.

Two things people miss:

• Shared domain rewriting. Without a dedicated domain, HighLevel can rewrite the address recipients see into a plus format on its shared mail domain, and recipients do see that address (Dedicated Sending Domain).
• Domain Configuration. Under Dedicated Domain and IP, Domain Configuration, you can assign a domain to Manual 1-to-1 emails, Workflows, Email Campaigns and Bulk Action Emails, and set a default domain. HighLevel says sends without an assignment may fall back to shared infrastructure if no default is set (Assigning Domains).

Are the DNS records right?

If the domain will not verify, or mail lands in spam, check the records. HighLevel’s rules (Add and Verify DNS, Authentication Errors, DMARC):

• Only one SPF record and one DMARC record per domain. A second one breaks authentication.
• SPF allows at most 10 DNS lookups. More causes a permanent error.
• For a subdomain, enter only the subdomain part as the host, for example “mail”.
• On Cloudflare, set the records to DNS only, not proxied.
• Start DMARC at p=none and move to stricter policies once SPF and DKIM pass.

You can see what your domain publishes right now with my free email sending domain checker. It looks up SPF, DKIM on common selectors, and DMARC in your browser and explains each result.

Why does Gmail say “via” next to my name?

HighLevel says Gmail shows “via” when the From domain does not match the domain that passed SPF and DKIM (Sending Priority FAQ). A Gmail login address sent through your sending domain will always look like that. Sending from an address on the verified domain removes it.