> ## Documentation Index
> Fetch the complete documentation index at: https://help.coachiq.io/llms.txt
> Use this file to discover all available pages before exploring further.
# Set Up Your Professional Business Email
> Create a professional email like coach@yourbusiness.com using Google Workspace. Step-by-step guide for sports coaches and training businesses.
A professional email address builds credibility with athletes and parents. This guide walks you through setting up `coach@yourbusiness.com` using Google Workspace in about 30 minutes.
**Why does this matter?** Parents and athletes trust businesses with professional emails. A custom domain email like `coach@smithtraining.com` looks more credible than `coach_smith_2019@gmail.com` on your website, invoices, and business cards.
## What you'll need
Before starting, make sure you have:
* A domain name (like `smithtraining.com`) — we'll help you get one if needed
* A credit card for Google Workspace (\$6/month per user)
* About 30 minutes
Your domain is your business address on the internet (example: `smithtraining.com`).
Google walks you through purchasing a domain during Workspace signup. This is the simplest option—everything stays in one place and DNS records are configured automatically.
**Cost:** \~\$12/year for most `.com` domains
1. Go to [namecheap.com](https://namecheap.com)
2. Search for your desired domain
3. Add to cart and complete purchase
4. You'll configure DNS settings later in this guide
**Cost:** \~\$10-15/year
1. Go to [godaddy.com](https://godaddy.com)
2. Search for your desired domain
3. Add to cart and complete purchase
4. You'll configure DNS settings later in this guide
**Cost:** \~\$15-20/year
**Domain name tips:**
* Keep it short and easy to spell
* Use `.com` if available (most trusted)
* Match your business name when possible
* Avoid hyphens and numbers
Google Workspace gives you professional email plus Google Drive, Calendar, and Meet—all connected to your domain.
### Go to Google Workspace
1. Visit [workspace.google.com](https://workspace.google.com)
2. Click **Get Started** or **Start Free Trial**
### Enter your business info
* **Business name:** Your coaching business name
* **Number of employees:** Select "Just you" or your team size
* **Country:** United States
### Choose your plan
For most coaches, **Business Starter (\$6/user/month)** is perfect:
| Feature | Included |
| ---------------------------------- | -------- |
| Professional email @yourdomain.com | ✓ |
| 30 GB storage per user | ✓ |
| Video meetings (100 participants) | ✓ |
| Standard security | ✓ |
You can upgrade to Business Standard (\$12/month) later if you need more storage or features.
### Enter your domain
* **Already own a domain?** Enter it here
* **Need to buy one?** Google will help you search and purchase
### Create your admin account
Choose a professional email address:
| Good examples | Avoid |
| --------------------------------------------------------- | --------------------------------------------------------------------------------- |
| [coach@smithtraining.com](mailto:coach@smithtraining.com) | [coachj2019@smithtraining.com](mailto:coachj2019@smithtraining.com) |
| [john@smithtraining.com](mailto:john@smithtraining.com) | [john\_smith\_coach@smithtraining.com](mailto:john_smith_coach@smithtraining.com) |
| [info@smithtraining.com](mailto:info@smithtraining.com) | [thebestcoach123@smithtraining.com](mailto:thebestcoach123@smithtraining.com) |
### Complete payment
Enter your payment info. Google typically offers a 14-day free trial.
**Skip this step** if you bought your domain through Google—verification is automatic.
Google needs to confirm you own your domain. This sounds technical, but just follow these steps:
### Get your verification code
Google provides a verification code that looks like:
```
google-site-verification=ABC123xyz...
```
### Add the code to your domain settings
1. Log into Namecheap → **Domain List** → **Manage**
2. Click **Advanced DNS**
3. Click **Add New Record**
4. Configure the record:
* **Type:** TXT
* **Host:** @
* **Value:** Paste the Google verification code
* **TTL:** Automatic
5. Click **Save All Changes**
1. Log into GoDaddy → **My Products** → **DNS**
2. Click **Add** under Records
3. Configure the record:
* **Type:** TXT
* **Name:** @
* **Value:** Paste the Google verification code
* **TTL:** 1 Hour
4. Click **Save**
1. Log into [domains.google.com](https://domains.google.com)
2. Click your domain → **DNS**
3. Scroll to **Custom records**
4. Add a TXT record with the verification code
5. Click **Save**
### Complete verification
Click **Verify** in Google Workspace. Wait 5-10 minutes if it doesn't work immediately—DNS changes take time to propagate.
DNS changes can take up to 1 hour to propagate. If verification fails, wait and try again.
**Skip this step** if you bought your domain through Google—MX records are configured automatically.
MX records tell the internet where to deliver your emails. You need to point them to Google's mail servers.
### Delete existing MX records
First, remove any existing MX records in your domain settings.
### Add Google's MX records
Add these five records exactly as shown:
| Priority | Mail Server |
| -------- | ----------------------- |
| 1 | ASPMX.L.GOOGLE.COM |
| 5 | ALT1.ASPMX.L.GOOGLE.COM |
| 5 | ALT2.ASPMX.L.GOOGLE.COM |
| 10 | ALT3.ASPMX.L.GOOGLE.COM |
| 10 | ALT4.ASPMX.L.GOOGLE.COM |
1. Go to **Advanced DNS** → **Mail Settings**
2. Select **Custom MX**
3. Add each record from the table above
4. Click **Save All Changes**
1. Go to **DNS** → **MX Records**
2. Delete any existing MX records
3. Add each record from the table above
4. Click **Save**
MX record changes can take up to 48 hours, but usually work within 1-2 hours. Test by sending an email from a different account.
Once setup is complete, access your professional email:
### On the web
1. Go to [gmail.com](https://gmail.com)
2. Sign in with your new email (`coach@yourdomain.com`)
3. Use the password you created during signup
### On your phone
1. Download the **Gmail app** (if you don't have it)
2. Tap **Add Account** → **Google**
3. Sign in with your new business email
Send a test email to yourself from a personal account to confirm everything works!
Complete these important first steps to look professional:
### Add a profile photo
1. Go to [gmail.com](https://gmail.com) → Click your initials (top right)
2. Click **Manage your Google Account**
3. Select **Personal info** → **Photo**
4. Upload a professional headshot
### Create your email signature
1. In Gmail: Click the **gear icon** → **See all settings**
2. Scroll to **Signature** → Click **Create new**
3. Add your professional signature:
```
John Smith
Head Coach, Smith Training Academy
📞 (555) 123-4567
🌐 smithtraining.com
📍 Chicago, IL
```
Keep signatures simple. Include your name, title, phone, website, and location. Avoid quotes, images, and excessive formatting.
### Forward your old email (optional)
If people still email your old personal address:
1. Log into your **old** Gmail account
2. Go to **Settings** → **Forwarding and POP/IMAP**
3. Click **Add a forwarding address**
4. Enter your new business email
5. Verify and enable forwarding
## Cost summary
| Item | Cost |
| ----------------------------------- | ------------------ |
| Domain name | \~\$12/year |
| Google Workspace (Business Starter) | \$6/month per user |
| **Total for 1 person** | **\~\$84/year** |
## Troubleshooting
* **Wait and retry:** DNS changes can take up to 1 hour. Try again later.
* **Check for typos:** Verify you pasted the complete verification code.
* **Remove extra spaces:** Ensure no spaces before or after the code.
* **Correct record type:** Make sure you created a TXT record, not another type.
* **Wait for propagation:** MX records can take up to 48 hours (usually 1-2 hours).
* **Verify MX records:** Double-check all five records are entered correctly.
* **Test from external account:** Send a test email from Gmail or another provider.
* **Check spam folder:** Your first emails might land in spam.
1. Go to [accounts.google.com](https://accounts.google.com)
2. Click **Forgot password**
3. Follow the recovery steps using your backup email or phone
* **Check credentials:** Use your full email address (`coach@domain.com`)
* **Enable less secure apps:** Some older phones need this setting (not recommended long-term)
* **Update Gmail app:** Make sure you have the latest version
## Quick reference
| Task | Where to go |
| ----------------------- | ---------------------------------------------------- |
| Check your email | [gmail.com](https://gmail.com) |
| Manage Google Workspace | [admin.google.com](https://admin.google.com) |
| Add more email users | admin.google.com → **Users** |
| View your billing | admin.google.com → **Billing** |
| Get help from Google | [support.google.com/a](https://support.google.com/a) |
***
Our team is here to help you get set up. Reach out if you run into any issues.