How to Change Email Preference Domain Setting in HubSpot – 2025 Updated Guide
How to Change Email Preference Domain Setting in HubSpot – 2025 Updated Guide
As a HubSpot consultant with 15 years of experience, I’ve learned that seemingly small settings can have a big impact.
One of those often-overlooked settings is the email preference domain in HubSpot.
In this guide, I’ll explain how to change the email preference domain setting in HubSpot, why it matters for your brand, and how to avoid common pitfalls.
Whether you’re a HubSpot administrator, marketing professional, or developer, this article will walk you through the steps in plain English—no fluff, just practical guidance backed by experience and HubSpot best practices.
Understanding the Email Preference Domain Setting (and Why It Matters)
Every marketing email you send through HubSpot includes a “Manage Preferences” link (usually in the footer) that directs contacts to your email subscription preferences page (also known as the HubSpot email preference center).
This is where recipients can update their email preferences or unsubscribe from certain email types.
By default, if you haven’t configured a custom domain, these subscription pages are hosted on a HubSpot domain.
Why Does this Matter?
Using the default HubSpot domain can make the experience feel off-brand or even untrustworthy to recipients.
For example, if a customer clicks your HubSpot manage preferences link and sees a generic HubSpot address instead of your company website, they might be confused or concerned.
Brand consistency is crucial: a custom domain for your preference center reinforces trust and shows that everything (from the email content to the subscription page) truly comes from your business, not a third party.
Beyond branding, there are deliverability implications.
Without a custom email sending domain set up, HubSpot will use its own email variable domain in your email headers, which inbox providers might flag as suspicious.
In short, a properly configured email preference domain (with authentication) helps ensure your emails land in the inbox and not the spam folder, all while providing a seamless user experience.
Custom Domain vs. Default HubSpot Domain
Let’s break down the differences and implications of using your custom domain vs. HubSpot default domain for email preferences:
Default HubSpot Domain (Out-of-the-Box)
If you do nothing, HubSpot will host your subscription pages on a HubSpot-owned domain (e.g. hs-sites.com or similar).
This requires no setup and will work by default, but it comes at a cost.
Your manage preferences link and even HubSpot default registration emails (like double opt-in confirmations or membership registration emails) might come from a HubSpot address rather than your brand.
This can look unprofessional and reduce user trust.
It may also cause email security checks like DMARC to fail if not configured, since the email is essentially being sent “via HubSpot” instead of directly from your domain.
Custom Domain
By using a custom domain for your email preferences (and as your email sending domain), you align everything with your brand.
The preferences page URL will be on your own domain (e.g. preferences.yourcompany.com instead of hs-sites.com).
This improves brand consistency and can improve deliverability.
All links and pages appear under your company umbrella, which is especially important for maintaining trust during unsubscribe or email preference workflows.
Additionally, custom domains allow you to set up email authentication (DKIM, SPF, DMARC) properly for your domain, which is key for passing security checks and avoiding spam filters.
Implications for SPF/DMARC
Keep in mind that even with a custom domain, HubSpot underlying sending infrastructure uses certain HubSpot domains under the hood.
For example, the actual return-path (bounce address) on emails will use a HubSpot domain (hubspotemail.net) unless you have a dedicated IP with custom return path.
This means HubSpot SPF alignment (matching the return-path domain to your from-address domain) isn’t fully possible in a default setup.
However, don’t worry – if you configure DKIM for your domain, your emails will still pass DMARC authentication via DKIM alignment.
In summary, using a custom domain lets you set up DKIM and SPF records for your domain (proving you authorized HubSpot to send emails for you), while the default domain scenario lacks that and can lead to “via HubSpot” appearing on your emails or even emails being blocked.
Step-by-Step: Changing the Email Preference Domain Setting in HubSpot
Changing the email preference domain setting in HubSpot involves connecting your custom domain for use with email and making it the default for your subscription pages. Here’s how to do it:
Log in to Your HubSpot Account and Open Settings
Log in to your HubSpot account (make sure you have Super Admin or relevant permissions). In the main navigation, click the Settings icon (the gear in the top right). This opens the HubSpot admin console where all account settings reside.
Navigate to Email Domain Settings
In the left sidebar of the Settings page, go to Marketing > Email. This is where general email configuration lives (such as footers, subscription types, etc.).
On this page, look for any information about connected domains. There may be a prompt if you haven’t connected an email sending domain yet.
For a more direct route, you can also navigate to Website > Domains & URLs (or Content > Domains & URLs, depending on your HubSpot version). This is the central area to manage all your connected domains.
Connect Your Email Sending Domain
In the Domains & URLs settings, click the “Connect a domain” button. HubSpot will ask what type of domain you want to connect.
Choose the option for Email Sending (this ensures the domain will be used for email functions, including your subscription preferences page and authentication).
Example
HubSpot Connect a domain wizard, where you will select Email Sending to connect a new sending domain.
After clicking Connect, HubSpot will prompt you to enter an email address and then provide DNS records (CNAMEs/TXT) for DKIM and
SPF that you need to add in your DNS provider
Complete these steps to verify ownership of your domain and allow HubSpot to send emails on your behalf.
Follow HubSpot DNS Instructions
After selecting Email Sending and hitting Connect, HubSpot will generate several DNS records for you to add to your domain’s DNS settings. Typically, these include:
DKIM CNAME records
These allow HubSpot to digitally sign your emails on your domain’s behalf.
SPF TXT record
This is usually an include statement (e.g. include:spf.hubspotemail.net) you add to your existing SPF record, authorizing HubSpot’s mail servers. (If you already have an SPF record, you’ll append HubSpot’s include to it; if not, you create a new TXT record for SPF).
DMARC record
Optionally, HubSpot may recommend setting up DMARC for monitoring purposes, though DMARC is not required to send emails, it’s good for reporting and protection.
Add these records in your domain host (DNS provider) as instructed. Once added, wait for HubSpot to verify the DNS changes.
Verification can take 5 minutes up to an hour or more depending on DNS propagation.
HubSpot will show the status of each record in the Domains settings page, indicating when the domain is properly connected/authenticated.
Set the Domain as Primary for Email
If this is the first email sending domain you’ve added, it will automatically become the primary email domain.
If you already had an email sending domain connected and this is a new one, you’ll want to make sure the new domain is set as the primary for Marketing Emails.
In the Domains & URLs settings, you should see a list of connected domains.
Locate your new domain in the Email Sending category and click to make it primary (there might be a dropdown or button for this).
HubSpot allows multiple email sending domains, but only one can be the default (primary) for hosting subscription pages.
Setting your new domain as primary ensures the email preference center will use this domain going forward.
Update the Email Preference Page URL (If Needed)
In most cases, once the new primary email domain is set, HubSpot will automatically start using it for your subscription pages.
However, it’s good to double-check. Go back to Settings > Marketing > Email, and click the Subscriptions tab (sometimes labeled as “Subscription Types” or similar).
Here you can manage your subscription pages and types.
If you see an option to choose the domain or a preview of the subscription page URL, verify that it now shows your custom domain.
HubSpot might list the Subscription Preferences Page and related pages (Unsubscribe confirmation, etc.) with the current domain in use.
Ensure it reflects the new domain.
If there is a dropdown or setting for “Subscription page domain,” select your custom domain.
Otherwise, HubSpot should be handling it automatically as long as the domain is primary.
If everything looks good, congratulations! You have successfully changed the email preference domain setting in HubSpot.
Your contacts will now see your brand’s domain when managing their preferences, which improves trust and consistency.
Customizing Your HubSpot Email Preference Center
Changing the domain is step one; step two is ensuring the email preference center (subscription pages) is well-branded and user-friendly.
HubSpot provides tools to customize these pages so that the look-and-feel matches your brand (colors, logos, messaging) and the content aligns with your email categories.
In Settings > Marketing > Email > Subscriptions (the HubSpot preference center settings area), you can customize a few key things:
Subscription Types
These are the categories of email communication that contacts can opt into or out of (e.g. “Newsletter”, “Product Updates”, “Webinar Invitations”, etc.).
HubSpot starts you off with a default subscription type (often called Marketing Information or similar).
You should create subscription types that make sense for your organization.
For example, a SaaS company might have separate types for product announcements, blog updates, and customer stories.
By clearly defining these, you let subscribers pick what content they want, rather than simply opting out of everything.
You can add or edit subscription types by clicking “Create subscription type” in this settings tab and providing a name, description, and opt-in status
Make sure to mark active subscription types as public so they appear on your preference page.
Subscription Page Templates
HubSpot subscription pages (preferences page, unsubscribe confirmation, etc.) are system pages you can style.
In the Subscriptions settings, you’ll see the Subscription Preferences Page listed, along with other pages like the Subscription Update Confirmation and Unsubscribe page.
Each of these can use a default template or a custom template.
For a simple approach, you can use HubSpot’s default layout which is generic but can include your logo and basic branding.
For more advanced customization, you can create a custom template in the Design Manager (requires a bit of HubL/COS knowledge or a developer/designer).
To swap templates, use the dropdown or Actions menu next to each page in the Subscriptions settings.
Example: The Email > Subscriptions settings in HubSpot, where you manage subscription page templates.
The screenshot shows a default subscription preferences page template selected.
You can use the Actions menu to clone and edit the template for deeper customization (e.g., add your logo, brand colors, or additional text).
Making sure your manage preferences and unsubscribe pages are branded reinforces trust and provides a seamless user experience.
Branding and Tone
Even if you don’t fully redesign the pages, at least update the text on your subscription pages.
HubSpot allows you to customize the header text, descriptions, and messaging on these pages.
For example, instead of a generic “Update email preferences for example@email.com,” you can say “Stay in control of your inbox! Select which updates from YourCompany you wish to receive.”
A friendly, on-brand message can make a difference. Also ensure the pages display your company name or logo—HubSpot default will include some of this based on your portal settings, but verify it’s correct.
How the Changes Affect Emails
After customizing, any marketing email you send will automatically use the updated domain in the “Manage Preferences” link and any unsubscribe links.
This includes even HubSpot default registration emails for double opt-in or content access: those emails will direct users to confirm or manage preferences on your new domain, which is great for consistency.
Remember that if you ever change the primary email domain again in the future, you’ll want to repeat the testing process to ensure all links in emails (including older ones) still work or are updated.
Ensuring Email Authentication and SPF Alignment
Setting the preference domain is closely tied to setting up your email sending domain, which involves email authentication protocols: DKIM, SPF, and DMARC.
These settings are critical for maximizing deliverability and avoiding spam filters.
As an experienced consultant, I cannot stress enough how many times I’ve seen email campaigns suffer simply because these were not configured correctly after changing a domain.
DKIM (DomainKeys Identified Mail)
When you connected your domain in HubSpot, you were prompted to add DKIM records. DKIM is a digital signature on your emails that mailbox providers use to verify the email was indeed authorized by the domain owner.
Always ensure your DKIM is showing as verified in HubSpot. If you change your DNS or switch domains, you might need to update these records. A properly set DKIM means emails appear to come from your domain, not just on behalf of it.
SPF (Sender Policy Framework)
SPF is essentially a list of servers allowed to send on behalf of your domain.
HubSpot instructions would have you add a TXT record including HubSpot mail servers.
One nuance here is SPF alignment.
SPF alignment means that the domain in the email’s return-path (the bounce address) matches the From address domain.
As mentioned earlier, HubSpot uses its own domain in the return-path by default (e.g. hubspotemail.net), so strict SPF alignment will not pass.
However, this is normal for many email service providers.
The important part is that SPF itself passes (meaning your SPF record includes HubSpot), and DKIM alignment passes (DKIM signing domain matches your From domain).
With those, your emails will satisfy DMARC in most configurations. If your company has a strict DMARC policy requiring SPF alignment, you might need to talk to HubSpot about options (such as a dedicated IP and custom return-path, which is an enterprise feature).
For the vast majority of cases, enabling DKIM and including HubSpot in SPF is enough to authenticate your emails properly.
DMARC
This is a policy you publish that tells receivers what to do if an email fails DKIM/SPF checks. It also provides you reports.
If you set up DMARC (_dmarc.yourdomain.com TXT record), make sure it’s in monitoring mode (p=none) initially, so you can gather reports without impacting email flow.
You’ll start receiving reports that show whether emails from your domain are passing DKIM/SPF.
Since HubSpot emails should pass DKIM (if set up) and SPF (for HubSpot’s sending domain), they will show up as aligned on DKIM in DMARC reports.
DMARC is a bit beyond the scope of changing the HubSpot setting, but it’s good to mention because any domain changes should be considered in your DMARC implementation.
Finally, after changing your domain settings, verify the authentication status of your emails.
In HubSpot, go to Settings > Domains & URLs and ensure theres a green “Connected” or “Verified” status next to your email sending domain.
If something is not verified, HubSpot will usually tell you which record is missing.
Fix that before sending out big campaigns.
Also, send test emails to accounts like Gmail, Outlook, etc., and check the email headers (“View Original” message) to see that DKIM=pass and SPF=pass for your domain.
This technical diligence greatly improves your chances of hitting the primary inbox instead of spam.
Managing Multiple Email Sending Domains in HubSpot
Many organizations use multiple email sending domains.
For instance, you might have brandA.com and brandB.com under one HubSpot account, or perhaps different product lines with distinct domains. HubSpot allows you to connect multiple domains for sending, but there are some important considerations:
Primary vs Secondary Domains
HubSpot will have one primary email sending domain which, as noted, is used for the subscription preference center domain by default.
If you have additional domains, those are considered secondary for email.
You can send emails from secondary domains (e.g., your From address can be something@brandB.com and as long as that domain is connected and verified, HubSpot will send it).
However, the manage preferences and unsubscribe links will still typically point to the primary domain’s preference center.
This can lead to a slightly disjointed experience if not handled carefully (e.g., a subscriber getting an email from brandB.com clicks manage preferences and is taken to a page on brandA.com).
How to handle this?
If you operate multiple distinct brands, consider using HubSpot Business Units (available in Marketing Enterprise).
Business Units allow you to create separate branded subscription preferences pages for each unit/brand.
You can have a different preference center for Brand A and Brand B, each on their own domain, solving the cross-domain branding issue.
Without Business Units, a workaround might be to clearly brand the one preference center with all your brands and explain that the page covers preferences for all communications.
Connecting Additional Domains
The process to connect a second or third domain for email is the same as the first: go to Domains settings, Connect a domain, choose Email Sending, and follow the DNS setup.
HubSpot lets you connect unlimited email sending domains (you need to own the domains).
Each domain will have its own DKIM keys and SPF include that HubSpot provides. Make sure to add all of them to your DNS. HubSpot will show each domain’s status individually.
Using Multiple From Addresses
Once multiple domains are set up, your marketing team can choose the appropriate From address for each email campaign (for example, use the brandB.com address for brandB’s newsletter).
HubSpot will automatically use the matching domain’s authentication for the send.
There’s no extra work per email needed beyond selecting the right from address.
Just be mindful that all those domains share the same unsubscribe/preference center unless separated by Business Unit as mentioned.
Default Registration Emails & System Messages
If you use HubSpot for things like membership site registration emails or other automated system emails, check which domain those use. HubSpot often uses the primary email domain for system messages.
If you need system emails to come from different domains depending on context, that may require separate portals or business units.
For example, a HubSpot default registration email (like a membership invite or password reset) will likely use the primary domain settings.
Plan your primary domain choice accordingly.
In summary, you can manage multiple email sending domains in one HubSpot account, but you need to be strategic about how the preference center is handled.
The HubSpot multiple email sending domains feature is great for authentication and sending, but the email preference domain setting itself is one per account (or per business unit).
Make sure to communicate with your team and perhaps include notes on your preference page like “This page manages email subscriptions for all brands under OurCompany”.
Common Pitfalls to Avoid
Even seasoned HubSpot users can run into issues when modifying domain settings. Here are some common pitfalls and how to avoid them:
Missing DNS Records
The most frequent issue is not adding all the required DNS records, or typos in those records.
This leads to HubSpot showing your domain as unverified and emails not being authenticated properly.
Always double-check the hostnames and values for the DKIM CNAMEs and SPF TXT.
If HubSpot indicates a problem, use their troubleshoot guide or verify the DNS entries in a lookup tool.
Broken Links after Domain Change
If you change the email preference domain (especially if you removed an old domain or replaced it), links in previously sent emails might break.
For example, an old email manage preferences link that pointed to yourold.hubspotdomain.com could potentially no longer work.
HubSpot does try to keep links functional, but it’s something to test.
To avoid surprises, consider keeping the old domain connected as a secondary for a while, or set up a redirect if possible.
Always verify your subscription page URL right after changes.
Multiple Brands Confusion
As mentioned, if you have multiple brands under one roof and only one preference center domain, customers from one brand might be confused seeing another brand domain or logo on the preferences page.
The pitfall is not planning for this and getting customer support complaints.
Solve this by using clear branding and messaging on the page (e.g., list both brand names, “MyCompany (Brands A & B) Email Preferences”) or implementing Business Units for a more segregated solution.
SPF/DKIM Misalignment Warnings
Some IT departments run tools that complain about SPF alignment since HubSpot return-path won’t match your domain.
This is a known situation– explain to stakeholders that DKIM is handling the alignment for DMARC.
The pitfall would be endlessly trying to “fix” SPF alignment when, unless you purchase a dedicated sending IP from HubSpot, it’s not possible to change the return-path.
Focus instead on ensuring DKIM is properly configured and that your SPF record includes HubSpot, which is enough for virtually all email providers to accept your mail.
Not Leveraging Double Opt-In
Failing to enable double opt-in is a missed opportunity (though not a direct “pitfall,” it’s related).
Double opt-in sends a confirmation email to new subscribers to verify their address and consent.
It can be enabled in HubSpot’s email settings.
If you do enable it, make sure to customize the confirmation email and page to use your new domain and branding. (HubSpot will send that confirmation email from your primary domain credentials, which is good for deliverability and consistency.)
Best Practices for Email Preference Domains
To wrap up, here are some best practices drawn from years of HubSpot consulting that will help you maximize success with your email preference center and domain settings:
Always Use a Branded Domain
It might be easier to stick with HubSpot defaults when you’re first setting up, but take the time to connect your domain early on.
It’s worth it for the long-term health of your email program.
A branded domain for email preferences and sending is now an expectation for professional communications.
Keep DNS Settings Updated
Treat your DNS records like mission-critical settings.
If your company changes DNS providers or you make changes to your root domain setup, re-check that the HubSpot records are intact.
Periodically (say, quarterly) review HubSpot connected domain status – HubSpot will alert you if something goes out of alignment.
Monitoring these ensures you maintain DKIM, SPF, etc., with no surprises.
Review Subscription Types Regularly
Over time, your marketing strategy might change.
Audit your HubSpot preference center subscription types and pages regularly.
Remove outdated subscription types and add new ones as needed.
This keeps the preference page relevant and useful for subscribers (and can reduce total unsubscribes by giving people options rather than “all or nothing”).
How to Change Email Preference Domain Setting in HubSpot Reddit
From a Reddit perspective, users typically suggest going to Settings > Website > Domains & URLs in HubSpot, connecting your branded Email Sending domain, and setting it as primary to update the manage preferences link.
They often emphasize checking DNS setup (DKIM, SPF) and testing the preference center URL after the switch to avoid broken links or deliverability issues.
Hubspot is asking me to add these DNS entries, but I’m gunshy after the last time it tried to do something and broke our website. Does anyone know if this is OK to do?
byu/Ostojo inhubspot
How to Change Email Preference Domain Setting in HubSpot – Conclusion
Changing the email preference domain setting in HubSpot might seem like a technical chore, but it’s actually a foundational step in email marketing success.
In my experience, marketers who invest a bit of time in setting this up properly see better email engagement and fewer spam issues.
You’re making it clear to recipients that every part of their interaction – from opening your email to updating their preferences – is with your company.
Happy HubSpotting!
How to Change Email Preference Domain Setting in Hubspot Admin Console – FAQs
The domain must first be added under Website > Domains & URLs and set as the primary email sending domain for presets to reflect the change.
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