Certify'em and G Suite
This article is intended for people who want or plan to use Certify'em in a G Suite domain. It covers important setup information, especially for brand new G Suite domains.
What is G Suite?
G Suite is Google's cloud-based productivity suite, comparable to Microsoft's O365. If you're accustomed to using Gmail, Google Calendar, or Google Drive, think of G Suite as the paid equivalents that offer additional controls and capabilities to business, schools and other organizations. Most importantly, you can create and manage a set of users (i.e. employees, teachers, club members) and manage how they share their data. And that data is under the control of your G Suite domain, rather than a disparate set of Gmail accounts owned by different people.
Do I need G Suite to use Certify'em?
No. Certify'em can be used with a simple, free Gmail account. However, users of Gmail are subject to a limit of 100 emails sent/day by Add-ons like Certify'em. This limit is set by Google, and not by Certify'em. This means you'll only be able to send a maximum of 100 certificates per day using a Gmail account. In practice, you'll be limited to less than 100 certificates/day since (1) the quota of 100 emails/day is shared across any and all Add-ons you've installed, and (2) other emails you send with Certify'em (such as emails sent when a user fails an exam) also count toward this limit.
In contrast, G Suite users have an much higher limit of 1,500 emails/day. This limit, set by Google, is shared across all Add-ons a user has installed.
How do I know if I already have G Suite?
You may already be using G Suite if:
- Your school, business, or organization already routinely uses tools like Gmail, Calendar, and/or Google Drive & Docs to conduct business.
- You and your fellow colleagues have email addresses that end in the same domain name (i.e. firstname.lastname@example.org and email@example.com).
If you're still not sure, ask the I.T. Admin or Help Desk at your organization if your user account is a G Suite account.
How do I get G Suite?
You can sign-up for G Suite online at gsuite.google.com. Pricing for G Suite starts at $6 per user per month. As part of this process you will also need to purchase a domain name (i.e. mycoolclub.com), or specify one you already own. A domain name is necessary so that Certify'em can send emails.
There are many online videos and guides for setting up a new G Suite account you can follow.
Will G Suite's higher email limits apply right away?
No. According to Google, for new G Suite domains the higher limit of 1,500 emails sent/day can take several billing cycles (i.e. months) to kick in. They also don't apply while your G Suite domain is in its free trial. So plan ahead to purchase and setup your G Suite domain several months before you need it.
My organization uses G Suite, but why am I unable to install/use Certify'em?
It's possible your organization's G Suite admin has blocked access to Add-ons, or certain APIs (like the Google Drive APIs). Inquire with your I.T. admin if they can help enable Certify'em for you.
Does G Suite require any special setup to work with Certify'em?
While Certify'em should work with any G Suite domain without additional configuration, it's highly recommended that you read and follow the instructions outlined below to ensure proper behavior (i.e. avoid rejected/bounced emails).
Account in Good Standing
First, if your G Suite account (domain) was only recently created, know that Google will apply more strict checks on emails sent to catch abuse (i.e. spammers). This is especially true for emails sent automatically using tools such as Certify'em. To reduce this period of time somewhat, ensure your account is no longer in its trial period and is fully paid-up by accessing the subscriptions section of your G Suite Admin console (linked here). Next to G Suite, click Actions -> Access billing account. Under Your balance, click Pay Early or Make a Payment. Make sure that the payment details are correct, then click Confirm.
Setup SPF Records
Next, setup a common DNS mail record called an "SPF" record to avoid your domain being confused for delivering email spam when sending automated certificate emails. If your domain is thought to be sending spam (vs just large numbers of certificates), it can result in many emails sent by Certify'em getting rejected by recipients.
To see if you already have an SPF record setup, visit https://mxtoolbox.com/spf.aspx, type in your domain name (i.e. mycoolclub.com) and click "SPF Record Lookup".
- If you see the message "SPF Record Found", your SPF record is already setup. You're all set!
- If you see the message "No SPF Record Found", you'll need to setup an SPF record. See below.
To setup an SPF record, you will need the ability to modify your domain's DNS records. This requires a login/password to the registry from which you purchased your domain name (i.e. GoDaddy, Google Domains, etc). If you're not the one who purchased the domain, you'll need to ask that person to do this for you (i.e. your organization's I.T. admin).
See this documentation from Google to learn more about SPF records and how to configure them for your domain: https://support.google.com/a/answer/33786
Contact G Suite Support
If you've done all the above steps, and you're reviewed other common reasons for emails getting rejected/bounced, try contacting G Suite support for additional help via the "Support" icon in your G Suite Admin Console (admin.google.com).