Email Servers

Email servers control how DebtRecoup sends outgoing emails to debtors. Configure your own SMTP server to send emails from your company's email address and domain.

Accessing Email Servers

1. Navigate to Administration in the main menu
2. Go to Communication Management → Email Servers

Email Server List

The Email Servers page displays all configured servers with:

• Server details - Host, port, and connection settings
• Status indicators - SSL/TLS enabled status
• Default badge - Shows which server is currently the default
• Action buttons - Test, edit, and delete options

Adding an SMTP Server

1. Click the Add button
2. Fill in the SMTP server details
3. Test the connection
4. Click Add to save

SMTP Configuration Fields

Field	Description	Example
From Email Address	The sender email address for outgoing emails	[email protected]
Host	SMTP server hostname	smtp.gmail.com, smtp.office365.com
Port	SMTP port number	25, 465, or 587
Username	SMTP authentication username	[email protected]
Password	SMTP authentication password	(hidden)
Enable SSL	Use SSL encryption	Toggle on/off
Enable StartTLS	Use StartTLS encryption	Toggle on/off

Common Port Settings

Port	Protocol	Use Case
25	SMTP	Unencrypted (not recommended)
465	SMTPS	SSL encryption
587	SMTP + StartTLS	TLS encryption (recommended)

Security Settings

• Enable SSL - Uses SSL/TLS encryption from the start of the connection (typically port 465)
• Enable StartTLS - Upgrades a plain connection to encrypted (typically port 587)

Choose One

Most servers require either SSL or StartTLS, not both. Check your email provider's documentation for the correct settings.

Testing Email Servers

Before using an email server in production, test the connection:

1. Click the Test button (send icon) on an existing server, or
2. Click Test in the Add/Edit dialog before saving

A test email will be sent to your user's email address. If successful, you'll see a success message. If it fails, an error message will describe the issue.

Setting the Default Server

One email server must be designated as the default. All outgoing emails will use this server.

To Set a Default

1. Find the server you want to make default
2. Click Set as Default
3. Confirm the change

Existing Emails

When you change the default server, all future emails AND existing scheduled emails will use the new default server.

The default server displays a green Default badge.

Editing an Email Server

1. Click the Edit button (pencil icon) on the server
2. Update the fields as needed
3. Optionally test the connection
4. Click Save

Password Updates

The password field appears empty when editing. Only enter a new password if you want to change it.

Deleting an Email Server

1. Click the Delete button (trash icon) on the server
2. Confirm the deletion

Cannot Delete Default

You cannot delete the default email server. Set a different server as default first, or add a new server and make it the default.

Common Email Provider Settings

Gmail / Google Workspace

Setting	Value
Host	smtp.gmail.com
Port	587
SSL	Off
StartTLS	On
Username	Your Gmail address
Password	App-specific password

Gmail App Passwords

Gmail requires an "App Password" rather than your regular password. Enable 2-factor authentication and generate an app password in your Google Account settings.

Microsoft 365 / Outlook

Setting	Value
Host	smtp.office365.com
Port	587
SSL	Off
StartTLS	On
Username	Your Microsoft email
Password	Your password or app password

Amazon SES

Setting	Value
Host	email-smtp.{region}.amazonaws.com
Port	587
SSL	Off
StartTLS	On
Username	SES SMTP username
Password	SES SMTP password

Troubleshooting

Connection Failed

• Verify the host and port are correct
• Check that your firewall allows outbound connections on the SMTP port
• Ensure SSL/StartTLS settings match your provider's requirements

Authentication Failed

• Double-check username and password
• For Gmail/Microsoft, ensure you're using an app-specific password
• Verify the account is not locked or suspended

Emails Not Delivered

• Check spam/junk folders on the recipient side
• Verify your sending domain has proper SPF/DKIM/DMARC records
• Review any bounce messages in the system logs

Test Email Not Received

• Check your spam folder
• Verify your user profile has a valid email address
• Try sending to a different email provider

Best Practices

Use a Dedicated Sending Address

Use a dedicated email address like [email protected] rather than a personal mailbox.

Enable Encryption

Always use SSL or StartTLS for secure email transmission. Avoid port 25 without encryption.

Test Before Production

Always test new email server configurations before using them for debtor communications.

Monitor Deliverability

Regularly check that emails are being delivered successfully. Set up SPF, DKIM, and DMARC records for your domain.

Related Topics

• Email Templates - Create email templates
• Email Communication - Send emails to debtors
• Automation - Trigger automatic email sending