Free
UChat Official
Introduction
In this comprehensive guide, you'll learn step-by-step how to configure your own email profile within your workspace to ensure all automated emails—such as user registration, password resets, and team invitations—are sent from your own email address.
This setup enhances professionalism, brand consistency, and trustworthiness in your communications. The process involves integrating an SMTP profile, selecting it in your workspace settings, and testing the configuration to confirm proper functionality.
Detailed Setup Process
1. Accessing the SMTP Profile Settings
Navigate to your main workspace dashboard.
Go to the "Integrations" section.
Select "SMTP Profile".
Note: Currently, only SMTP email profiles are supported. Services like Gmail or other email providers are not compatible directly; instead, you need to set up SMTP profiles with your email server.
2. Adding a New SMTP Profile
Parameter | Description | Example / Notes |
|---|---|---|
Server Address | Your SMTP server address |
|
Port | Server port (usually 587 or 465) |
|
Encryption | Type of encryption |
|
Username | Your email account username | |
Password | Email account password | Securely entered |
Sender's Email | The email address that appears as sender | |
Sender's Name | Display name for outgoing emails | Your Brand Name |
Ensure all fields are correctly filled.
Verify the SMTP connection. A green checkmark indicates successful verification.
Tip: Use a dedicated email account for SMTP to avoid issues with personal email restrictions.
3. Selecting the SMTP Profile in Workspace Settings
Navigate to your "Web Label" or "Workspace" settings.
Scroll down to the email configuration section.
From the dropdown menu, select the SMTP profile you just added.
Tip: This step links your SMTP profile to your workspace, enabling all automated emails to originate from your custom email address.
4. Testing the Email Configuration
Use a temporary email service to generate a disposable email address for testing.
Send a test registration or invite to this email.
Check your inbox for the email, confirming:
It arrives from your custom domain.
The email content is correct.
The verification URL or reset link functions properly.
Note: If the email doesn't arrive, double-check SMTP settings, server credentials, and network restrictions.
5. Verifying Email Functionality
Register a new user with the test email.
Request a password reset to verify the reset email.
Send a team invitation to another email address.
Confirm receipt of all emails, ensuring they:
Are sent from your custom domain.
Contain correct links and branding.
Function as intended (e.g., login, reset password, accept invite).
6. Important Considerations
SMTP Support Only: Gmail and similar services are not supported directly; you must use SMTP server credentials.
Email Verification: Always verify SMTP connection before proceeding.
Security: Store SMTP credentials securely; avoid sharing sensitive info.
Branding: Emails will display your custom sender name and domain, reinforcing your brand identity.
Final Tips and Best Practices
Use a dedicated SMTP email account for sending automated emails to prevent delivery issues.
Regularly test your email setup, especially after changes to server settings or credentials.
Monitor email deliverability to ensure your messages don't end up in spam.
Maintain your SMTP credentials and update them promptly if compromised.
Customize email templates to match your branding for a professional appearance.
Leverage temporary email services for quick testing without risking your main email accounts.
Document your setup process for future reference or team onboarding.
Summary Table: Key Steps at a Glance
Step | Action | Outcome |
|---|---|---|
1 | Access SMTP Profile Settings | Ready to add new SMTP profile |
2 | Fill in server, port, encryption, credentials | SMTP profile created and verified |
3 | Select SMTP profile in workspace settings | Automated emails will use your custom email |
4 | Test with disposable email | Confirm emails are sent correctly |
5 | Verify registration, password reset, invites | Ensure all workflows use your email |
Final Words
Setting up your own email profile for workspace notifications is a crucial step toward professional communication. It ensures that all automated emails—whether for user registration, password resets, or team invitations—are sent from your own domain, reinforcing your brand identity and building trust with your users. By following the detailed steps outlined above, you can seamlessly integrate SMTP email profiles into your workspace, test their functionality, and maintain consistent, branded communication channels.
Remember, regular testing and monitoring are essential to keep your email system running smoothly. Proper setup not only improves user experience but also enhances your brand's credibility and professionalism.