Setting Up Email Configuration (Cloud)
Email settings in Visual Matrix allow the system to send communications such as confirmation letters, city ledger invoices, promotional messages, and night audit reports. Proper configuration is required to ensure emails are delivered successfully from the system.
Visual Matrix connects to your email provider (such as Gmail or Outlook) using SMTP settings provided by that service. Visual Matrix does not host email services, so email delivery depends entirely on your provider’s configuration.
Most email issues are related to provider security settings, such as MFA requirements or the need for app passwords.
Path: Management > User Settings > Email
Instructions
1. Click on Email Setup.
2. Gather Email Provider Settings. You will need the following from your email provider:
- SMTP Server: The outgoing mail server provided by your email provider
- SMTP Port: The port used for sending emails (commonly 587 or 465)
- SMTP Username: The email address used to authenticate
- SMTP Password: The password or app password associated with the email account
- SMTP Security: The encryption method (SSL or TLS)
Ensure the following
- The SMTP settings match your email provider exactly.
- The Email Address matches the email configured in the Property Information section and the SMTP Username.
4. Click Save. If the connection is successful, the window will close. If an error occurs (see below), review your settings with your email provider.
Important Behavior & Rules
Provider-Dependent Configuration
Email functionality depends entirely on your email provider’s configuration.
Security Requirements
Most providers require Multi-Factor Authentication (MFA) and the use of an app password instead of a regular password.
Common Cause of Failure
Incorrect security settings are the most common reason emails fail to send.
Matching Email Requirement
The Email Address must match the SMTP Username. A mismatch may prevent emails from sending correctly.
Common Issues
- Incorrect SMTP server or port.
- Using a regular password instead of an app password.
- Email provider is blocking the connection.
- MFA is not configured correctly.
- SMTP Username and Email Address do not match.
Common Email Provider Settings
The following settings are common configurations. Always confirm details with your email provider, as requirements may change.
Email providers such as Gmail, Yahoo, and Outlook can be used, but are not officially supported by Visual Matrix. Configuration and security requirements are managed by the email provider.
Still Need Help With This Topic?
Ask Yourself:
- Are the SMTP settings correct?
- Is an app password required?
- Is MFA enabled or interfering?
Support May Ask:
- Email provider (Gmail, Outlook, etc.)
- Screenshot of SMTP settings
- Error message received