Email and Notifications

What is this for?

The platform sends emails for things like invitations, notifications and reminders. You decide which address and name those emails come from by entering your own email sending settings. Messages then reach your team from a familiar company address, with your brand.

Entering your own settings is optional but recommended. If you skip it, the platform uses its default sending method. You can add several configurations and mark one as default. Test the connection before saving to confirm everything works.

Example scenario

Elif manages purchasing at a manufacturing company. She wants invitations to suppliers to come from the company’s own address, because emails from unfamiliar addresses are often ignored.

1. Elif opens the Email (SMTP) tab, clicks Add and names the configuration “Corporate Email”.
2. She enters the address, port number, username and password her email provider gave her.
3. She enters the company’s official sender address and sender name.
4. She clicks Test and sees that the connection works.
5. She marks the configuration as default and saves. From now on, invitations go out from the company address.

Who uses it

• Organization administrators: Enter the email sending settings, test them and choose the default configuration. They find these in the Email (SMTP) section of Organization Settings.
• IT staff: Provide the technical details from your email provider, such as the address, username and password. They usually work alongside the administrator.
• Team members: Do not change these settings, but receive invitations and notifications from the correct sender.

Step by step

1. Open the Email section. Go to the Email (SMTP) tab in Organization Settings. You see your saved configurations; if there are none, you are asked to add one.
2. Add a new configuration. Click Add to open the form, and give it a name you will recognize, such as “Corporate Email”.
3. Enter your provider’s details. Fill in the address, port number, username and password your email provider gave you. Set the secure-connection option the way your provider recommends.
4. Set the sender details. Enter the sender email address and sender name recipients will see in the “From” field.
5. Test the connection. Click the test button before saving. If the test fails, review the details and correct them.
6. Choose the default and save. If you have more than one configuration, mark the one to use by default and save. Your organization’s emails now go out with these settings.

You can edit a configuration later, deactivate it temporarily or delete it. An inactive configuration stays in the list but is not used to send email.

Process flow

flowchart TD
    A[Open the Email section] --> B[Add a new configuration]
    B --> C[Enter provider and sender details]
    C --> D[Test the connection]
    D --> E{Test successful?}
    E -- No --> F[Correct the details]
    F --> D
    E -- Yes --> G[Choose the default and save]
    G --> H[Notifications are sent with this setting]

Frequently asked questions

Do I have to set up my own email? It is not required, but it is recommended. If you skip it, the platform sends email with its default method. Once you add your own configuration, emails come from your company address and carry your brand.

Is my password safe? Your password is never shown on screen again. When you edit a configuration, leave the password field blank to keep the current one; enter a new password only when you want to change it.

Why does the connection test fail? The most common causes are a wrong address, an incorrect port number, a wrong username or password, or a secure-connection setting that differs from your provider’s. Read the test message, fix the field and try again.

Can I add more than one configuration? Yes. Add as many as you need and mark one as default. Your organization’s emails are sent using the default configuration.

When are emails sent? User invitations, membership confirmations and various notifications are sent by email. All of them use your organization’s configuration.

What happens if I delete a configuration? It is no longer used to send email. If it was the default, mark another configuration as default; otherwise the platform’s default method is used.