Why Your Studio Ninja Emails Go to Spam (And How to Fix It)

If you’ve ever sent an email through Studio Ninja only to have your client ghost you because your reply went to their spam and they never saw it – you’re not alone, and you’re not going crazy. It’s one of those frustrating things that makes you wonder if you’re doing something wrong, when really, it’s just a tech snag that needs sorting.

When your carefully crafted emails keep landing in junk folders instead of inboxes, it creates all sorts of headaches. Missed payments, unsigned contracts, and clients wondering why they never heard from you. Not exactly the smooth client experience you’re going for, right?

The good news? There’s actually a pretty straightforward fix. By setting up a few email authentication records (I know, sounds fancy, but bear with me), you can tell email providers “Yes, this email is actually from me!” and keep your messages out of spam.

Why Do Studio Ninja Emails End Up in Junk Folders?

Here’s what’s happening behind the scenes. Whenever you send an email through Studio Ninja (or any platform like Dubsado or Flodesk), your client’s email provider gets a bit suspicious.

It’s thinking: 💭 “Hang on… this email says it’s from Sarah, but it wasn’t sent directly from her inbox. Is this legit? Or is someone pretending to be her?”

Without the right settings in place, that email provider doesn’t know for sure – so it plays it safe and dumps your email into spam. Frustrating, but understandable.

That’s where SPF, DKIM, and DMARC records come in. I know these sound intimidatingly technical, but they’re basically just security settings that tell email providers:

✔ Yes, I approve this email being sent on my behalf.
✔ No, it hasn’t been messed with.
✔ Yes, it’s safe to land in the inbox.

Setting these up might sound scary, but I promise it’s not as complicated as it looks. Let me walk you through it step by step.

Step 1: Add a Studio Ninja SPF Record

Think of SPF (Sender Policy Framework) as a security badge for your emails. It tells email providers, “This email is coming from someone I trust.”

Here’s how to add the SPF Record:

1. Log in to your domain provider (e.g., Squarespace, GoDaddy, Wix, CrazyDomains – that kind of place)
2. Find your domain’s DNS settings (think of this as your email’s backstage area)
3. Add a new TXT Record and paste this into the ‘value’ field:
   v=spf1 includes:_spf.google.com include:spf.studioninja.co ~all
4. Save it and give it up to 48 hours to kick in

Don’t panic if this feels overwhelming – most domain providers have help guides for adding TXT records, and their support teams are usually pretty helpful too.

Step 2: Add a DKIM Record

DKIM (DomainKeys Identified Mail) is another security layer that makes sure your emails arrive exactly as you sent them – no one’s tampered with them along the way.

How to generate and add a DKIM key:

• For Gmail or Google Workspace:
  • Log in to the Google Admin Console
  • Go to Apps > Google Workspace > Gmail > Authenticate Email
  • Follow their instructions to generate a DKIM key
    
• For Office 365:
  • Log in to the Microsoft 365 Admin Center
  • Head to Settings > Domains
  • Select your domain and follow the prompts for DKIM setup
    
• For web hosting services (like cPanel):
  • Log in to your hosting control panel
  • Look for sections called Email Authentication, Email Security, or Advanced DNS
  • Find the DKIM section and follow their guide

Once you’ve got your DKIM key sorted:

1. Go back to those DNS settings (same place you added the SPF record)
2. Add another TXT Record
3. For the host/name, enter the DKIM selector your email service gave you (like google._domainkey for Google).
4. Paste your DKIM key into the value field
5. Save it, then go back to your email provider and activate the DKIM

Step 3: Add a DMARC Record

DMARC (Domain-based Message Authentication, Reporting & Conformance) is the final piece. It helps prevent dodgy emails pretending to be from you and confirms that your SPF and DKIM records are working properly.

Here’s how to add it:

1. Back to your DNS settings one more time
2. Add another TXT Record
   • Host Name: _dmarc.[YOUR DOMAIN] – for example: _dmarc.kpvirtualassistance.com.au
   • Value: v=DMARC1; p=none; adkim=r; aspf=r
3. Save it and wait up to 48 hours for it to take effect

Step 4: Consider Your Email Address

If you’re still using a Gmail, Hotmail, or Yahoo address for your business (like yourphotographybusiness@gmail.com), switching to a domain-based email (like hello@yourphotographybusiness.com) can help with deliverability.

Even better, using your actual name (like sarah@yourphotographybusiness.com) makes your emails look more trustworthy and personal. Your clients want to hear from you, not from a generic hello@ address.

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What to Expect (And a Heads Up About Hotmail)

Once you’ve got SPF, DKIM, and DMARC sorted, you should see a real improvement in where your emails land. No more “I never got your invoice” messages, and fewer missed contract deadlines.

That said, no system is perfect. Some emails might still get flagged occasionally, especially with Hotmail addresses (they’re notoriously picky). But you’ll definitely see fewer emails going astray.

The relief of knowing your important messages are actually reaching your clients? That’s worth the bit of tech setup, trust me.

Still Feeling Overwhelmed?

Look, I get it. This stuff can feel like a lot when you’re already juggling clients, kids, and everything else on your plate. If you’re thinking “I just want someone to sort this out for me,” that’s exactly the kind of thing I handle in my Studio Ninja setups.

When I set up your Studio Ninja system, email deliverability is one of the things I make sure is working properly from day one. No more worrying about whether your invoices are reaching clients or if your contracts are sitting in spam folders.

Want to know more about getting your Studio Ninja system properly sorted? Check out my Studio Ninja Setup service – because you’ve got better things to do at 10pm.