SMTP Configuration

SMTP Configuration

Configure custom email providers or use the default Resend service for sending emails from your Treem DAO platform.

Overview

The SMTP configuration system allows you to:

  • Use Default Provider: Resend service (recommended)

  • Add Custom SMTP: Configure your own email providers

  • Multiple Configurations: Set up different providers for different purposes

  • Active Configuration: Only one SMTP config can be active at a time

  • Test Configurations: Verify settings before making them active

Default Provider: Resend

Resend is the default email service provider, offering:

  • High delivery rates (99%+)

  • Built-in spam and bounce handling

  • Reliable infrastructure

  • Easy setup with API key

  • No additional configuration required

Resend Setup

The default Resend configuration is automatically available and requires no setup. It uses the RESEND_API_KEY configured in your Supabase secrets.

Custom SMTP Configuration

When to Use Custom SMTP

Consider custom SMTP when you need:

  • Brand-specific sending domain: emails from your own domain

  • Higher sending volumes: enterprise-grade email providers

  • Compliance requirements: specific email service providers

  • Cost optimization: bulk sending discounts

  • Integration requirements: existing email infrastructure

Adding SMTP Configuration

  1. Navigate to Admin Dashboard → Settings → Email System

  2. Click on the Configuration tab

  3. Click "New Configuration"

Configuration Fields

Configuration Name: Descriptive name for this SMTP setup

  • Example: "Gmail SMTP", "Company Mail Server"

  • Used for identification in the admin interface

SMTP Host: Your email provider's SMTP server

  • Gmail: smtp.gmail.com

  • Outlook: smtp-mail.outlook.com

  • SendGrid: smtp.sendgrid.net

  • Custom: Your provider's SMTP hostname

SMTP Port: The port number for SMTP connections

  • 587: STARTTLS (recommended)

  • 465: SSL/TLS

  • 25: Unencrypted (not recommended)

Username: SMTP authentication username

  • Usually your email address

  • For some providers, it's a specific username

Password: SMTP authentication password

  • Your email password

  • For Gmail/Outlook: App-specific password

  • For services like SendGrid: API key

From Email: The sender email address

From Name: The display name for the sender

  • Example: "Treem DAO", "Your DAO Name"

  • What recipients see in their inbox

Use TLS: Enable/disable transport layer security

  • Recommended: Always enable for security

  • Required by most modern email providers

Provider-Specific Setup

Gmail Configuration

SMTP Host: smtp.gmail.com
SMTP Port: 587
Username: [email protected]
Password: [App Password - not your regular password]
Use TLS: Yes

Important: Enable 2-factor authentication and create an App Password:

  1. Go to Google Account settings

  2. Security → 2-Step Verification

  3. App passwords → Generate new app password

  4. Use the generated password in SMTP configuration

Microsoft Outlook/Office 365

SMTP Host: smtp-mail.outlook.com
SMTP Port: 587
Username: [email protected]
Password: [Your account password or app password]
Use TLS: Yes

SendGrid

SMTP Host: smtp.sendgrid.net
SMTP Port: 587
Username: apikey
Password: [Your SendGrid API Key]
Use TLS: Yes

Mailgun

SMTP Host: smtp.mailgun.org
SMTP Port: 587
Username: [Your Mailgun SMTP username]
Password: [Your Mailgun SMTP password]
Use TLS: Yes

Testing Configuration

Before activating an SMTP configuration:

  1. Click the Test button on the configuration card

  2. A test email will be sent to the configured "From Email" address

  3. Check if the email is received successfully

  4. Verify sender name and deliverability

Activating Configuration

To make a custom SMTP configuration active:

  1. Click "Set as Active" on the desired configuration

  2. This will deactivate all other custom configurations

  3. The system will use this SMTP for all outgoing emails

  4. The default Resend service will be disabled

Switching Back to Default

To return to using Resend:

  1. Deactivate all custom SMTP configurations

  2. The system automatically falls back to Resend

  3. No additional configuration needed

Managing Multiple Configurations

Use Cases for Multiple Configurations

  • Development vs Production: Different providers for testing

  • Backup Configuration: Failover to secondary provider

  • Service-Specific: Different providers for different email types

  • Geographic Distribution: Regional email providers

Best Practices

  1. Keep one active: Only one configuration should be active at a time

  2. Test before switching: Always test new configurations

  3. Document settings: Keep notes on provider-specific requirements

  4. Monitor delivery: Watch analytics after switching providers

Security Considerations

Password Security

  • Never share SMTP passwords: Keep credentials secure

  • Use app passwords: When available, prefer app-specific passwords

  • Rotate credentials: Regularly update SMTP passwords

  • Audit access: Review who has access to SMTP configurations

Domain Authentication

For best deliverability with custom domains:

  1. SPF Record: Add sender policy framework record

  2. DKIM: Configure domain key identified mail

  3. DMARC: Set up domain-based message authentication

  4. MX Record: Ensure proper mail exchange configuration

Troubleshooting

Common SMTP Errors

Authentication Failed

  • Verify username and password

  • Check if 2FA requires app password

  • Ensure SMTP authentication is enabled

Connection Refused

  • Verify SMTP host and port

  • Check firewall settings

  • Confirm TLS settings match provider requirements

Sender Not Authorized

  • Verify "From Email" is authorized by provider

  • Check domain verification status

  • Ensure sender policy framework (SPF) is configured

Testing Delivery Issues

  1. Check spam folders: Test emails might be filtered

  2. Verify recipient: Ensure test email address is valid

  3. Review provider logs: Check SMTP provider's sending logs

  4. Test with different recipients: Try multiple email addresses

Provider-Specific Issues

Gmail Issues

  • Enable "Less secure app access" (not recommended) OR

  • Use App Passwords with 2FA (recommended)

  • Check Google Account security settings

Office 365 Issues

  • Verify SMTP authentication is enabled for the account

  • Check if the account requires modern authentication

  • Ensure the account isn't locked or suspended

Performance Monitoring

Metrics to Track

After configuring custom SMTP:

  1. Delivery Rate: Percentage of emails successfully delivered

  2. Bounce Rate: Emails that couldn't be delivered

  3. Response Time: How quickly emails are sent

  4. Error Rate: Failed sending attempts

Analytics Integration

The email analytics dashboard will show performance metrics for your active SMTP configuration, helping you monitor:

  • Daily sending volume

  • Success/failure rates

  • Response times

  • Error patterns

Migration Guide

From Default to Custom SMTP

  1. Prepare Configuration: Set up your custom SMTP settings

  2. Test Thoroughly: Verify all email types work correctly

  3. Monitor Closely: Watch delivery rates after switching

  4. Have Rollback Plan: Keep default provider as backup

Between SMTP Providers

  1. Configure New Provider: Add new SMTP configuration

  2. Test New Configuration: Verify functionality

  3. Switch Active Configuration: Deactivate old, activate new

  4. Monitor Performance: Watch for delivery issues

  5. Update DNS Records: If changing domains, update SPF/DKIM

This comprehensive SMTP configuration system ensures reliable email delivery while providing flexibility for your specific needs.

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