Email Setup (SMTP & IMAP)
Where to find it
Sidebar > Account Settings > Email Settings
Email Setup (SMTP & IMAP)
Many features in Leadflip send emails on your behalf — CRM notifications, Automation actions (like "Send Email"), and Distribution partner deliveries via email. For all of these to work, you must configure your own SMTP server first. Without it, email-dependent features will not function.
Why your own SMTP? Leadflip sends emails from your brand, not from a generic Leadflip address. This means your partners and leads see emails from
you@yourcompany.com, keeping your branding consistent and deliverability high.
Where to Find It
- Click Account Settings in the sidebar.
- Click Email Settings in the settings menu.
- You'll see two sections: Outbound Server (SMTP) and Inbound Server (IMAP).
Configuring SMTP (Outbound Email)
SMTP is required. This is the server Leadflip uses to send emails.
| Field | Description | Example |
|---|---|---|
| SMTP Host | Your email provider's SMTP server address | smtp.postmarkapp.com |
| Port | The SMTP port (usually 587 for TLS or 465 for SSL) | 587 |
| Encryption | The encryption method: TLS, SSL, STARTTLS, or None | TLS |
| Username | Your SMTP authentication username (often your email address) | apikey or you@company.com |
| Password | Your SMTP authentication password or API key | •••••••• |
| From Name | The sender name that recipients see | Your Company Name |
| From Email | The sender email address that recipients see | info@yourcompany.com |
Step-by-Step
- Open Account Settings > Email Settings.
- In the Outbound Server (SMTP) section, enter your SMTP host and port.
- Select the encryption method your provider requires (most use TLS on port 587).
- Enter your username and password.
- Set your From Name (your company or brand name) and From Email (the address emails will be sent from).
- Click Save Changes.
Important: If the SMTP section shows a red error banner saying "SMTP required for email features", it means your configuration is incomplete or missing. Fill in at least the SMTP Host and From Email to resolve this.
Configuring IMAP (Inbound Email)
IMAP is optional and used for receiving and syncing inbound emails (e.g., tracking replies from leads or partners).
| Field | Description | Example |
|---|---|---|
| IMAP Host | Your email provider's IMAP server address | imap.gmail.com |
| Port | The IMAP port (usually 993 for SSL) | 993 |
| Encryption | The encryption method: TLS, SSL, STARTTLS, or None | SSL |
| Username | Your IMAP authentication username | you@company.com |
| Password | Your IMAP authentication password or app-specific password | •••••••• |
Common SMTP Providers
Here are settings for popular email providers:
| Provider | Host | Port | Encryption |
|---|---|---|---|
| Postmark | smtp.postmarkapp.com |
587 | TLS |
| SendGrid | smtp.sendgrid.net |
587 | TLS |
| Mailgun | smtp.mailgun.org |
587 | TLS |
| Amazon SES | email-smtp.{region}.amazonaws.com |
587 | STARTTLS |
| Gmail / Google Workspace | smtp.gmail.com |
587 | TLS |
| Microsoft 365 | smtp.office365.com |
587 | STARTTLS |
Tip: For production use, we recommend a transactional email service like Postmark, SendGrid, or Mailgun over a personal email account. They offer better deliverability, higher sending limits, and detailed delivery logs.
What Depends on SMTP
Once your SMTP is configured, the following features become available:
- CRM — Email notifications and lead-related communications
- Automation — The "Send Email" automation action sends branded emails to leads, team members, or external addresses
- Distribution — Partners configured with email delivery receive leads via your branded outbound email
- System Notifications — Team member invitations, password resets, and other account-level emails
Without SMTP configured, these features will fail silently or show errors. Setting up your email server should be one of the first things you do after creating your account.
Troubleshooting
| Issue | Solution |
|---|---|
| Emails not sending | Verify SMTP host, port, and credentials. Check that your provider hasn't blocked the IP. |
| "Connection refused" error | Confirm the port matches your encryption (587 for TLS, 465 for SSL). |
| Emails going to spam | Use a dedicated sending domain with proper SPF, DKIM, and DMARC records. |
| "Authentication failed" | Double-check username and password. Some providers (Gmail) require app-specific passwords. |
| Red error banner on settings page | Your SMTP Host or From Email is empty. Fill in both and save. |