SMTP Settings

Configure email sending so you can send invoices, notifications, and client communications from SWELLEnterprise.

What are SMTP Settings?

SMTP (Simple Mail Transfer Protocol) settings configure how SWELL sends emails:

• System Notifications: Booking confirmations, invoice reminders
• Client Communications: Invoice emails, proposal emails
• Internal Emails: Team notifications, reminders

Why Configure SMTP?

Without SMTP configured:

• ❌ Can't send invoices to clients
• ❌ Booking confirmations won't send
• ❌ Notification emails won't work
• ❌ System emails fail

With SMTP configured:

• ✅ Send professional invoices
• ✅ Automatic booking confirmations
• ✅ Notification emails work
• ✅ Client communications sent

Accessing SMTP Settings

1. Go to Settings → SMTP Settings
2. Or go to Email → Settings → SMTP
3. You'll see the SMTP configuration form

SMTP Configuration

Required Information

SMTP Host:

• Your email server address
• Examples:
• smtp.mailgun.org (Mailgun)
• smtp.gmail.com (Gmail)
• smtp.sendgrid.net (SendGrid)
• smtp.office365.com (Microsoft 365)

SMTP Port:

• Usually 587 (TLS) or 465 (SSL)
• Check with your email provider

Encryption:

• TLS: Use with port 587 (recommended)
• SSL: Use with port 465

Username:

• Your email address
• Or SMTP username (if different)

Password:

• Your email password
• Or SMTP password/app password
• For Gmail: Use app-specific password

From Name:

• Name shown as sender
• Example: "SWELLEnterprise" or "Your Company Name"

From Email:

• Email address shown as sender
• Must match SMTP account (usually)

Common Email Providers

Gmail

Settings:

• Host: smtp.gmail.com
• Port: 587
• Encryption: TLS
• Username: Your Gmail address
• Password: App-specific password (not regular password)

Getting App Password:

1. Go to Google Account → Security
2. Enable 2-Step Verification
3. Go to App Passwords
4. Generate password for "Mail"
5. Use this password in SWELL

Microsoft 365 / Outlook

Settings:

• Host: smtp.office365.com
• Port: 587
• Encryption: TLS
• Username: Your Office 365 email
• Password: Your Office 365 password

Mailgun

Settings:

• Host: smtp.mailgun.org
• Port: 587
• Encryption: TLS
• Username: Your Mailgun SMTP username
• Password: Your Mailgun SMTP password

Getting Credentials:

1. Go to Mailgun Dashboard
2. Navigate to Sending → Domain Settings
3. Find SMTP credentials
4. Copy username and password

SendGrid

Settings:

• Host: smtp.sendgrid.net
• Port: 587
• Encryption: TLS
• Username: apikey (literal text)
• Password: Your SendGrid API key

Getting API Key:

1. Go to SendGrid Dashboard
2. Settings → API Keys
3. Create API key
4. Copy key (use as password)

Testing Your Configuration

Test Connection

1. Enter Settings: Fill in all SMTP fields
2. Click "Test Connection": Button in settings
3. Check Result: Success or error message
4. Fix Issues: If error, check settings

Send Test Email

1. Test Email Field: Enter your email address
2. Click "Send Test Email"
3. Check Inbox: Look for test email
4. Check Spam: If not in inbox, check spam folder

Verify Settings

If Test Fails:

• ✅ Check host is correct
• ✅ Verify port matches encryption
• ✅ Confirm username/password
• ✅ Check firewall isn't blocking
• ✅ Verify email provider allows SMTP

Tenant-Wide vs User-Specific

Tenant-Wide Settings

Default SMTP:

• Applies to all users in tenant
• Used for system emails
• Set in Settings → SMTP Settings
• All users can use

User-Specific Settings

Personal SMTP:

• Individual user settings
• Override tenant settings
• Personal email sending
• Set in user profile (if available)

Security Best Practices

1. Use App Passwords: Don't use main account password
2. Keep Secure: Don't share SMTP credentials
3. Rotate Passwords: Change passwords regularly
4. Use TLS: Prefer TLS over SSL
5. Limit Access: Only admins should configure

Troubleshooting

Test connection fails?

• Verify host address is correct
• Check port number matches encryption
• Confirm username and password
• Check email provider allows SMTP access
• Verify firewall settings
• Try different port (587 vs 465)

Test email not received?

• Check spam/junk folder
• Verify email address is correct
• Check SMTP settings again
• Test with different email
• Check email provider logs

Emails going to spam?

• Configure SPF record
• Set up DKIM
• Use reputable email provider
• Avoid spam trigger words
• Warm up sending domain

"Connection timeout" error?

• Check internet connection
• Verify host address
• Check port is open
• Try different port
• Contact email provider

"Authentication failed" error?

• Verify username is correct
• Check password (use app password for Gmail)
• Confirm account is active
• Check if 2FA requires app password
• Verify SMTP is enabled for account

For more help, see Common Issues.

Next Steps

• Email Client - Manage emails
• Email Marketing - Send campaigns
• Account Setup - Complete setup

Updated on: 13/03/2026