Email delivery

How mail leaves the building: your own mail server or mailbox, a queue with an hourly limit, a log of every message, and the templates it is written from.

Everything the product sends by email — invoices, reminders, password resets, ticket replies, campaigns — goes through the settings under Settings → Email, is written from a template under Settings → Email templates, and is recorded under Settings → Delivery log. In SaaS mode each workspace has its own of all three.

Email settings

The screen has four cards. The first three are saved together with Save changes; the fourth sends a test.

Sender

A single template can override the sender name and address and add its own BCC; see Email templates.

How mail is sent

The fields that follow depend on the choice:

• SMTP: SMTP server (required), Port, Security (STARTTLS, usually port 587, or SSL/TLS, usually 465), Username and Password. A server on a private or internal address is refused.
• Sendmail: the Sendmail command — a path and its options only. On a SaaS install the command is the server's to decide and the box is not shown.
• Google or Microsoft 365: Client id, Client secret and, for Microsoft, Directory (tenant) id, with the Redirect address to copy.

Passwords and client secrets are stored encrypted with your APP_KEY and never shown again. Leave the box blank to keep the one already stored (it says Stored — leave blank to keep it).

Google and Microsoft without a password

Both are withdrawing password sign-in for business mailboxes. Instead:

1. Register an app — in Google Cloud → APIs & Services → Credentials (an OAuth client of type "Web application"), or in Microsoft Entra → App registrations.
2. Add the Redirect address shown on the Email settings screen to the app.
3. Paste the app's client id and secret into the settings, choose the provider under Send through, and press Save changes.
4. Press Save, then connect the mailbox. You are sent to Google or Microsoft: sign in as the mailbox that should send, and agree. You come back to this screen, which says Connected to … with the mailbox's address.
5. Send a test, to be sure.

For Microsoft, the Directory (tenant) id can stay "common", or be your organisation's own id to allow only its mailboxes. The mailbox must have "Authenticated SMTP" allowed in the Microsoft 365 admin centre.

• If the provider refuses, or does not grant offline access (without which mail could only be sent for an hour), the screen says so and nothing is connected. Remove the app's access in your account and connect again.
• A sign-in that did not start from this screen is ignored, so nobody can connect your workspace's mail to their own mailbox by sending you a link.
• Connect a different mailbox replaces the connection.
• Disconnect, after you confirm, forgets the mailbox and sets Send through back to the server's own settings until another is connected.
• Switching Send through away from Google or Microsoft and saving also forgets the connection.

The queue and the hourly limit

Many shared hosts refuse mail above a certain number an hour — and simply lose what they refuse. Set Emails an hour to your host's limit and anything over it waits in the queue for the next hour instead; 0 means no limit. Campaign email counts towards the same limit.

Queue every email sends nothing while a page is loading: each message is stored and handed to the mail server by the scheduler, a minute later. Pages that send mail get faster, and a slow mail server stops being anybody's problem. It needs the cron entry — see The scheduler. The card says how many messages are waiting and how many failed, with a link to the delivery log.

Send queued mail without attachments leaves PDFs and other files off queued mail, for hosts that limit message size. The log marks each message that lost its attachments.

Keep the delivery log for (days) prunes the log after that many days; 0 keeps it for ever.

Sending a test

Under Send a test, type an address (your own is filled in) and press Send test. It uses the saved settings — save first — and shows the whole conversation with the mail server, with password lines blanked out. When something is wrong it says which step the server refused, in the server's own words — which is most of the way to fixing it. A message that went says Sent to … Check the inbox, and the spam folder.

The delivery log

Settings → Delivery log lists every message this workspace has sent or tried to send. Across the top: how many were Sent in the last hour (against the hourly limit, or no hourly limit), and how many are Queued, Failed and Sent — click one to list just those.

Each row shows who it went To, the Subject with its kind (System, Campaign or Account) and a paperclip with the number of attachments ((not attached) when they were left off), the Status — for a failure, the mail server's reason under it — and When. Filter with Search address or subject, Any status and Every kind.

Retrying and removing need Settings → edit; looking needs Settings → view.

Email templates

Every automatic email is a template you can edit, under Settings → Email templates. They are listed by group (Account, Customer portal, Marketing, Privacy, Reminders, Staff, Support…), each with its subject and a badge: Active, Off, Design when it was composed in the email builder, or Group off.

Each group heading has its own switch. Turning a group off stops every email in it; each template keeps its own switch as it was, so turning the group back on restores exactly the templates that were on before. A template whose group is off is marked Group off in the list and says so at the top of its editor.

The top of the page shows the Shared signature added under every email sent from a template, with Edit signature taking you to Settings → Email, where it is set.

Editing a template

Press Edit on a template.

Under the form, Merge fields lists the ones this template understands, such as {company_name}, {invoice_number} or {payment_url}. Click one to put it at the cursor. A field the template does not recognise is left as written, so a typo shows rather than going silently blank. Press Save template; you are taken back to the list. All templates goes back without saving.

The email builder

Campaign emails and email templates can be written in the plain editor, or composed from blocks. Above the message box, choose Design. What was already written becomes the first text block.

1. Click a block under Add a block — heading, text, button, image, divider, spacer, two columns or footer text — or drag it into The email, top to bottom.
2. Drag blocks up and down the list to reorder them, or use the arrow buttons beside each one. The copy and bin buttons duplicate and remove a block.
3. Click a block to change it: its words, alignment, text and background colours (from a small palette, or any colour with the picker) and padding; a button's label, link and colours; an image's address, description, link and width. Done closes its settings.
4. Watch the Preview beside the list, then save the campaign or template as usual.

In a text block, select words and use B, I and the link button to make them bold, italic or a link. The merge tags beside the editor go wherever the cursor is, including into a block's text or a button's link — for example a campaign button pointing at the unsubscribe link, or a reminder button pointing at {payment_url}. The preview shows merge tags as written; they are filled in for each recipient when the email is sent.

For an image, paste its address or press Upload an image (PNG, JPG, GIF or WEBP, up to 2 MB). Uploads are stored in public/uploads/email-images, in a folder per workspace under a random name, because the recipient's mail program has to load the image from a public address — so the folder must be reachable from the web, as it is for logos.

What is sent is ordinary email HTML laid out with tables, which Outlook, Gmail and Apple Mail all display the same way. The blocks are saved with it, so the email opens in the builder again next time. Pressing Plain editor leaves the builder, after you confirm: the email stays as it is, as HTML, but is no longer edited in blocks; for a template, saving it that way makes it a plain-text template again.

Uploading images needs permission to create or edit campaigns, or Settings → edit. Text-message campaigns always use the plain editor.

The error log

When mail fails for a reason the delivery log does not explain, the application's own log may: Settings → Error log, described in Troubleshooting.

Addresses on this page

For reference and for anyone scripting against the panel. Everything here needs somebody signed in to the workspace whose role allows it; anybody else is refused.