Email and Notifications

Overview

The platform sends emails for things like invitations, notifications and reminders. Who these emails come from and which server delivers them is under each organization’s own control. Through the Email (SMTP) settings an organization defines its own email infrastructure, so the messages that reach your team go out from your corporate address, with your brand.

Defining your own email server is optional but recommended. If you do not enter your own settings, the system may use a default delivery method; once you enter your own settings, the sender name, sender address and delivery server become entirely the values you choose. This matters for both deliverability and brand consistency — recipients trust an email from a familiar address more.

An organization can define more than one email configuration and mark one of them as the default. You can test the connection before saving to confirm everything works correctly.

Who uses it

• Organization administrators: Enter the email server settings, test them and choose the default configuration. This screen lives in the Email (SMTP) section within Organization Settings.
• IT staff: Provide the technical details of the corporate email server (such as the server address, username and password). They usually work alongside the administrator.
• Team members: Are not directly involved with the settings, but receive invitation and notification emails from the correct sender thanks to this configuration.

Step-by-step process

1. Go to the Email section. Open the Email (SMTP) tab within Organization Settings. You see the list of your defined configurations; if there are none yet, you are prompted to add one.
2. Add a new configuration. The Add button opens a form. Give the configuration a display name you will recognize (for example “Corporate Email”).
3. Enter the server details. Fill in the server address, port, username and password provided by your email provider. Set the secure-connection option as your provider recommends.
4. Set the sender details. Enter the sender email address and sender name that recipients will see. This is the value that appears in the “from” field of your emails.
5. Test the connection. Before saving, use the test button to confirm the settings actually work. If the test fails, review and correct the details.
6. Mark the default and save. If you have more than one configuration, choose which one is used by default and save. Your organization’s emails are now sent with these settings.

You can later edit a configuration, deactivate it temporarily or remove it entirely. An inactive configuration stays in the list but is not used for sending email.

Process flow

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

Frequently asked questions

Do I have to define my own email server? It is not required, but it is recommended. If you do not enter your own settings, the system can send email through a default method. Once you add your own configuration, emails go out from your corporate address and with your brand.

Is my password safe? Your email server password is stored securely and is never shown again in the clear on screen. When you edit a configuration and leave the password blank, the existing password is kept; you only need to enter a new one when you actually want to change it.

Why does the connection test fail? The most common causes are a wrong server address, an incorrect port, a wrong username or password, and a secure-connection option set differently from what your provider expects. Read the test message, correct the relevant field and try again.

Can I add more than one email configuration? Yes. You can define as many configurations as you like and mark one as the default. Your organization’s emails are sent using the default configuration.

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

What happens if I delete a configuration? The deleted configuration is no longer used for sending email. If it was the default one, you need to mark another configuration as the default; otherwise the system falls back to the default method.