Email Server (SMTP) Setup

Overview

Configure your email server to send emails directly from ZenTraq — invoices, quotes, follow-ups, and notifications all go from your business email address.

Accessing Email Settings

Go to Settings → Email Configuration (or Settings → Communication → Email)

Common Provider Configurations

Gmail / Google Workspace

Setting	Value
SMTP Host	smtp.gmail.com
Port	587 (TLS) or 465 (SSL)
Username	your-email@gmail.com or your-email@yourdomain.com
Password	App Password (NOT your regular Gmail password)
Encryption	TLS (STARTTLS)

Important: You must use an App Password, not your regular Gmail password:

1. Go to myaccount.google.com
2. Security → 2-Step Verification (enable if not already)
3. Security → App Passwords → Generate
4. Select "Mail" and "Other (Custom name)" → Enter "ZenTraq CRM"
5. Copy the 16-character password → Use in ZenTraq

Microsoft 365 / Outlook

Setting	Value
SMTP Host	smtp.office365.com
Port	587
Username	your-email@yourdomain.com
Password	Your Microsoft 365 password
Encryption	TLS (STARTTLS)

Zoho Mail

Setting	Value
SMTP Host	smtp.zoho.com
Port	587 (TLS) or 465 (SSL)
Username	your-email@yourdomain.com
Password	App-specific password
Encryption	TLS

Amazon SES

Setting	Value
SMTP Host	email-smtp.ap-south-1.amazonaws.com (region-specific)
Port	587
Username	SMTP Username (from SES console)
Password	SMTP Password (from SES console)
Encryption	TLS

Custom SMTP (Your Own Server)

Setting	Value
SMTP Host	Your mail server hostname
Port	587 (TLS) or 465 (SSL) or 25 (unencrypted, not recommended)
Username	Your email account
Password	Your email password
Encryption	TLS recommended

Configuration Steps

1. Go to Settings → Email Configuration
2. Enter:
   • SMTP Host — Your email provider's SMTP server
   • Port — Usually 587 (TLS) or 465 (SSL)
   • Username — Your email address
   • Password — Password or App Password
   • Encryption — TLS (recommended) or SSL
   • From Name — Display name (e.g., "ZenTraq Sales Team")
   • From Email — Sender email (usually same as username)
3. Click Test Connection
4. If test succeeds ✅ → Click Save

Email Signature

Setting Up

1. Settings → Email → Signature
2. Design your signature:
   • Name and title
   • Phone number
   • Company logo (small)
   • Social media links
   • Website
3. Save — automatically appended to all outgoing emails

Per-User Signatures

Each user can have their own signature:

1. Profile → Email Signature
2. Customize with their name, title, contact info
3. Overrides the org-level default

Email Deliverability

DNS Records (Recommended)

To ensure emails don't land in spam, configure these DNS records:

SPF Record:

Type: TXT
Name: @
Value: v=spf1 include:_spf.google.com ~all

(Adjust based on your email provider)

DKIM Record:

• Get the DKIM key from your email provider
• Add as a TXT record on your domain

DMARC Record:

Type: TXT
Name: _dmarc
Value: v=DMARC1; p=none; rua=mailto:dmarc@yourdomain.com

Why This Matters

• Without SPF/DKIM: Emails likely go to spam
• With SPF/DKIM: Emails land in inbox
• Major providers (Gmail, Outlook) check these records

Email Templates

Creating Templates

1. Settings → Email Templates → + New Template
2. Fields:
   • Template Name — For your reference
   • Subject Line — With optional variables
   • Body — Rich text with variables
   • Category — Sales, Support, Marketing, etc.

Available Variables

• — Recipient's first name
• — Recipient's last name
• — Recipient's company
• — Recipient's email
• — Recipient's phone
• — Assigned rep's name
• — Assigned rep's email
• — Related deal name
• — Invoice reference
• — Deal/invoice amount

Sending Limits

Per Provider

Provider	Limit
Gmail (free)	500 emails/day
Google Workspace	2,000 emails/day
Microsoft 365	10,000 emails/day
Amazon SES	Based on your SES sending limit
Custom SMTP	Depends on your server

ZenTraq Limits

• Based on your subscription plan
• Starter: 500/month
• Professional: 5,000/month
• Enterprise: 50,000/month

Troubleshooting

"Connection Refused"

• Wrong host or port
• Firewall blocking outbound SMTP
• Try port 465 instead of 587 (or vice versa)

"Authentication Failed"

• Wrong username or password
• For Gmail: Must use App Password, not regular password
• For Microsoft: Check if modern auth is required
• Account may be locked after too many attempts

"Emails Going to Spam"

• Set up SPF and DKIM DNS records
• Use a business domain (not @gmail.com for bulk sends)
• Avoid spam trigger words in subject
• Don't send to purchased email lists
• Include unsubscribe link in marketing emails

"Timeout"

• Network connectivity issue
• Try a different port
• Check if your server blocks outbound connections
• Use TLS encryption (port 587)

Tips

• Use App Passwords — More secure than regular passwords
• Set up DNS records — SPF + DKIM = inbox delivery
• Test before going live — Send test emails to yourself first
• Monitor bounces — High bounce rate hurts reputation
• Use templates — Consistent, professional emails every time
• Check limits — Don't exceed your provider's daily sending cap
• Separate marketing from transactional — Use different from addresses