You set up email sending once, centrally, under Settings → Integrations → Email sending. From then on every tool that sends email (for example notifications to prospects) automatically uses your office's sender address. No tool asks for its own credentials.
Ready in three steps
Find your SMTP credentials
Your mail provider (for example IONOS, Strato, All-Inkl, Google Workspace or Microsoft 365) lists the outgoing mail server (SMTP), the port and the login under "set up an email client". Those are exactly the details you need here.
Connect and define the sender
Enter server, port, encryption, username and password, plus the sender address (for example info@your-agency.com) and the name that should appear in inboxes. "Connect & test" verifies the login immediately.
Send a test email
Send yourself a test email. If it arrives in the inbox and the sender looks right, everything is ready.
Which value goes where
- Outgoing mail server (SMTP): your provider's server name, for example
smtp.ionos.deorsmtp.strato.de. - Port and encryption: almost always port 587 with STARTTLS or port 465 with TLS. The form picks the matching port automatically. Unencrypted connections are not possible.
- Username: usually your full email address.
- Password: the mailbox password or an app password. It is stored encrypted, never shown again and can be replaced at any time.
- Sender address and name: this is how your emails appear to recipients. The reply-to address is optional in case replies should arrive elsewhere.
Keeping your emails out of the spam folder
Three DNS records of your domain decide whether receiving servers trust your emails. Your mail provider usually sets them up for you. If not, look for these names in their help pages:
- SPF defines which servers may send on behalf of your domain.
- DKIM digitally signs every email so tampering can be detected.
- DMARC tells receiving servers what to do with emails that fail SPF or DKIM.
The test email shows you right away whether everything is in place: if it lands in the spam folder, one of these records is usually missing.
What happens without your own connection
If no mail server is connected, the platform sends important emails through its own address. Your office name appears as the sender label, but not your own address. With your own SMTP connection every email comes directly from you, which looks more professional and delivers more reliably.
Frequently asked questions
Who can set this up? Only workspace owners and admins.
What does the history show? Below the setup you find the most recently sent emails with recipient, subject and delivery status. Email contents are never stored.
What happens when an address is rejected? If a receiving server permanently rejects an address, it is blocked for a few days so your sender reputation does not suffer.
Can I disconnect again? Yes, at any time with one click on "Disconnect". The stored password is deleted in the process.