Easily manage your company’s email configuration and templates in one place. From setting up SMTP servers to customizing your automated emails, everything is designed to keep your communication consistent, professional, and personalized.
Simple Mail Transfer Protocol (SMTP) Configuration #
Navigate to Settings → SMTP to view all your configured SMTP accounts.
By default, your system comes with a pre-configured SMTP named “Office-X”, which is active and used for all outgoing emails unless you add a new one.
SMTP List Overview:
| Sender Name | Sender Email | Reply To Email | Host | Port | Status | Action |
|---|---|---|---|---|---|---|
| Office-X | [email protected] | [email protected] | xxxxx | xxxx | Active | Open Menu |
Admins can add, edit, or delete SMTP configurations anytime.
Add New SMTP #
To add a new SMTP configuration, click on “Add New SMTP” and fill in the following fields:
- Sender Name→ The display name that appears when recipients receive your email. (Example: Office-X or HR Department)
- Sender Email→ The email address from which messages will be sent.
- Reply-To Email→ The email where replies will be received.
- Host→ Your mail server address. (Example: smtp.gmail.com for Gmail, smtp.office365.com for Outlook)
- Port→ The port number for your SMTP server (usually 587 for TLS or 465 for SSL).
- Encryption→ Choose TLS or SSL based on your provider’s settings.
- Username→ The username for your SMTP account (often your email address).
- Password→ Your email or App Password (for Gmail, you can generate this from your Google Account → Security → App passwords).
Once completed, you can:
- ✅ Send Test Email – to verify that your SMTP is working properly.
- 💾 Save – to activate and store the configuration.
This allows you to use your company-branded or personal mail server for all automated emails.
Email Templates #
Under the Templates section, you’ll find all the email templates your system uses for automatic notifications — such as leave requests, support tickets, or password resets.
By default, templates are already created for all major features, and you can easily edit, delete, or create new templates based on your business needs.
Default Templates Example #
| Name | Subject | Feature | Send Count | Status | Last Updated |
|---|---|---|---|---|---|
| Default Support | Support Request {{status}} | Support Request | 3 | Active | Oct 22, 2025 |
| Default Welcome Email | Welcome to {{company_name}} | Welcome Employee | 8 | Active | Oct 22, 2025 |
| Default Bill Create | Bill Request – {{status}} | Bill Request | 1 | Active | Oct 21, 2025 |
| Login OTP Tenant | Login OTP – {{company_name}} | Login OTP | 0 | Active | Sep 29, 2025 |
Create or Edit an Email Template #
When creating or editing a template, you’ll see options like:
- Template Name– Give your email a clear and meaningful name.
- Email Subject– The subject line shown to recipients.
- Select Feature– Choose which system feature (Support, Leave, Travel, Purchase, etc.) this template applies to.
- Select SMTP Configuration– Select which SMTP account will be used to send this email.
- Template Editor – Edit using:
- Drag & Drop Editor for a no-code design experience, or
- HTML Mode for full control over layout and styling.
You can also preview your design instantly with Show Preview or export it as HTML.
Template Variables Guide #
Use dynamic variables inside your template to automatically pull user-specific data when emails are sent.
Example: For a Support Ticket Mail Template,
Dear {{requestor_first_name}},
Your support request titled “{{issue_title}}” is now marked as {{status}}.
Available Variables: #
{{requestor_first_name}}{{requestor_middle_name}}{{requestor_last_name}}{{issue_title}}{{issue_description}}{{issue_priority}}{{redirect_url}}{{status}}
How to Use: #
- Copy any variable from the list.
- Paste it directly in your email content — example:
{{first_name}}. - The system will automatically replace it with real data when the email is sent.
Template Actions #
Each email template includes several actions:
- ✉️ Send Email – Send a test message using the current template.
- 📝 Edit Template – Modify the design or content in the built-in editor.
- ✅ Activate / Inactivate – Enable or disable the template.
- 🗑️ Delete Template – Permanently remove it from the system.
Why It Matters #
A professional and well-configured email system ensures:
- Reliable delivery of all automated notifications.
- Consistent branding and tone in company communication.
- Easy customization for feature-specific messages.
- Full control over who sends what, and from which address.
