> ## Documentation Index
> Fetch the complete documentation index at: https://kardow.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Configuration Guide

> Learn how to set up and manage your organization's email system for job application notifications

Learn how to set up your organization's email system to handle job application notifications automatically and professionally.

<Info>
  This guide covers adding your own custom email domain. Emails will be sent from your own provider. You can use any provider that allows SMTP—the providers mentioned in this guide are just popular examples.
</Info>

## Why Set Up Your Own Email Provider?

Using your own email provider through SMTP offers several advantages:

* **Professional Branding**: Emails come from your organization's domain
* **Reliable Delivery**: Better deliverability rates than generic email services
* **Full Control**: Manage all aspects of your email communication
* **Tracking**: Monitor email delivery and engagement
* **Scalability**: Handle any volume of job applications

## What is SMTP?

SMTP (Simple Mail Transfer Protocol) is the industry standard for sending emails. It's:

* **Universal**: Works with all major email providers
* **Reliable**: Proven technology used by millions of organizations
* **Secure**: Supports encryption for secure email transmission

![SMTP Email Flow](https://res.cloudinary.com/db81qex0e/image/upload/v1738777419/Sending_emails_affxlj.png)

## Supported Email Providers

We support several popular email providers through SMTP:

<Warning>
  This is not an exhaustive list. Any email provider that allows SMTP can work. These are just examples.
</Warning>

<CardGroup cols={3}>
  <Card title="Resend.com" icon="paper-plane" href="https://resend.com/changelog/smtp-service">
    Modern email API platform with excellent deliverability and simple setup.

    ![Resend](https://res.cloudinary.com/db81qex0e/image/upload/v1738777603/112_1x_shots_so_okgiek.jpg)
  </Card>

  <Card title="Mailchimp" icon="envelope" href="https://mailchimp.com/developer/transactional/docs/smtp-integration/">
    Comprehensive email platform, great for marketing teams with robust analytics.

    ![Mailchimp](https://res.cloudinary.com/db81qex0e/image/upload/v1738777692/356_1x_shots_so_ky6lif.jpg)
  </Card>

  <Card title="Sendgrid" icon="paper-plane-top" href="https://www.twilio.com/docs/sendgrid/for-developers/sending-email/integrating-with-the-smtp-api">
    Enterprise-grade email service with high-volume capability and advanced analytics.

    ![Sendgrid](https://res.cloudinary.com/db81qex0e/image/upload/v1738777745/881_1x_shots_so_rwv6j1.jpg)
  </Card>
</CardGroup>

<Note>
  Loops.so is not currently supported as they don't offer SMTP services. The providers mentioned above are just examples - any email provider that supports SMTP can work.
</Note>

## Setting Up Your Email System

<Steps>
  <Step title="Access Email Settings">
    1. Navigate to your organization's dashboard
    2. Go to **Settings** → **Email Configuration**
    3. Look for the SMTP configuration section

    ![Email Settings](https://res.cloudinary.com/db81qex0e/image/upload/v1738778680/909_1x_shots_so_p1b9nt.jpg)
  </Step>

  <Step title="Configure SMTP Settings">
    Enter your email provider's SMTP details:

    * **SMTP Host**: Your provider's SMTP server address
    * **SMTP Port**: Usually 587 or 465 for secure connections
    * **SMTP Username**: Your email account username
    * **SMTP Password**: Your email account password
    * **From Email**: The email address that will send notifications
    * **From Name**: The name that appears in recipients' inboxes

    ![SMTP Configuration](https://res.cloudinary.com/db81qex0e/image/upload/v1738778760/681_1x_shots_so_aknztx.jpg)
  </Step>

  <Step title="Test Your Configuration">
    1. Find the "Test Email Configuration" section
    2. Enter a test email address
    3. Click "Send Test Email"
    4. Check your inbox for the test message

    ![Test Email](https://res.cloudinary.com/db81qex0e/image/upload/v1738778805/240_1x_shots_so_wrtl6m.jpg)
  </Step>
</Steps>

## How It Works

### Automatic Job Application Notifications

When someone applies to a job posting:

1. The application is received and processed
2. An email notification is automatically generated
3. The job poster receives an email containing:
   * Job title and reference
   * Applicant's name
   * Application timestamp
   * Link to view full application
   * Applicant's resume (if attached)

![Application Notification](https://res.cloudinary.com/db81qex0e/image/upload/v1738779112/571_1x_shots_so_oa4zhf.jpg)

### Email Template

Our standard email template includes:

* Your organization's branding
* Translated automatically to your job board's language
* Clear subject line
* Professional formatting
* Important application details
* Direct links to take action

![Email Template](https://res.cloudinary.com/db81qex0e/image/upload/v1738778978/314_1x_shots_so_j25eoq.jpg)

## Best Practices

### Setup Recommendations

<Checklist>
  <ChecklistItem>Use a dedicated email address for job applications</ChecklistItem>
  <ChecklistItem>Choose a professional From Name</ChecklistItem>
  <ChecklistItem>Test configuration thoroughly before going live</ChecklistItem>
  <ChecklistItem>Keep SMTP credentials secure</ChecklistItem>
</Checklist>

### Maintenance

<Checklist>
  <ChecklistItem>Monitor email deliverability</ChecklistItem>
  <ChecklistItem>Update SMTP credentials when they change</ChecklistItem>
  <ChecklistItem>Regularly test email functionality</ChecklistItem>
  <ChecklistItem>Keep email templates up to date</ChecklistItem>
</Checklist>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Emails not sending">
    * Verify SMTP credentials
    * Check server ports aren't blocked
    * Confirm email limits haven't been reached
  </Accordion>

  <Accordion title="Emails in spam">
    * Use your organization's domain
    * Set up proper SPF/DKIM records
    * Maintain good sending practices
  </Accordion>

  <Accordion title="Configuration errors">
    * Double-check all SMTP settings
    * Ensure password is current
    * Verify SSL/TLS settings
  </Accordion>
</AccordionGroup>

<Note>
  Need help? Contact our support team for assistance with your email configuration.
</Note>

## Security

Your email configuration is protected by:

* Encrypted credential storage
* Role-based access control
* Secure SMTP connections

<Success>
  A properly configured email system ensures reliable communication with job applicants and maintains your organization's professional image.
</Success>