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SMTP settings let a workspace send email through a custom mail server. Use this when your organization needs email delivery to come from a controlled sender domain or internal mail provider.

SMTP affects workspace-wide sending behavior. Configure it with the mailbox or IT owner who can verify credentials, domain authentication, and delivery logs.

Add SMTP Settings

Open Settings.
Go to General.
Open the SMTP tab.
Enter the SMTP host.
Enter the port.
Enter the username and password.
Choose the encryption method: TLS, SSL, or none.
Enter the sender name and sender email address.
Save the settings.

Confirm the sender address is approved by the provider and belongs to the domain your customers should see. Do not use a personal mailbox for workspace-wide finance, document, booking, or invitation emails.

Send a Test Email

Use Send test before relying on SMTP for customer communication. A successful test confirms that the host, port, credentials, encryption, and sender address work together.

Send the test to an inbox outside the sender domain when possible. This helps catch deliverability, spam, SPF, DKIM, and DMARC issues that an internal inbox may hide.

Provider Details to Confirm

Check these values with your email provider or IT team:

SMTP host name.
SMTP port.
Whether TLS or SSL is required.
Username format.
Whether an app password is required.
Allowed sender addresses.
DNS records required for deliverability, such as SPF, DKIM, and DMARC.

Troubleshooting

If email does not send, confirm the credentials, encryption type, port, sender address, provider security rules, and provider-side rate limits. Some providers block password-based SMTP unless app passwords or SMTP relay rules are enabled.

If the test succeeds but customers do not receive mail, review provider delivery logs, spam placement, domain authentication, reply-to address, and whether the recipient address bounced. SMTP settings can be technically valid while deliverability is still poor.

Before Turning On For Live Email

Confirm:

the sender address belongs to your domain
SPF, DKIM, and DMARC are configured where the provider requires them
the provider allows the chosen sender name and address
the mailbox can receive replies or clearly routes replies elsewhere
finance, document, booking, and invitation emails have been tested
the team knows who owns provider credentials and rotation

Update saved credentials when passwords or app passwords rotate, then send another test email.

If SMTP fails during live use, switch critical communication to a verified sender path before retrying customer-facing sends repeatedly.

Live Send Checklist

Before relying on SMTP:

Send a test to an external inbox.
Confirm SPF, DKIM, and DMARC where required.
Confirm replies go to the right inbox.
Send one low-risk customer-facing record.
Check provider logs for acceptance or bounce details.
Document who owns credential rotation.

Rollback Plan

Before switching live email to custom SMTP, know how to return to the default provider or another verified sender if delivery fails. Keep provider login, DNS/authentication details, and test-recipient access available during the first live sends.

If invoices, documents, bookings, or workflow emails stop delivering, pause bulk sends and use record-level resend or public-link sharing only after confirming the customer did not already receive the message.

Configure SMTP Sender Settings