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Customize Guestlink Email Sender by Configuring Your SMTP

Ainara Merino
  • Updated

What does Customizing the Email Sender of Guestlink Imply?

Guestlink, Civitfun's email marketing tool, enhances guest communication by automatically sending action-oriented emails, like 'complete online check-in' or 'generate your room's electronic key.'

These action emails are sent to guests by default via our sender address noreply@civitfun.com. However, Civitfun provides you with the option to customize the sender email address by configuring your SMTP.

To access this section, click on the button that says "SMTP Configuration" in the side menu of the Dashboard.

 

How can I Configure my Default Email Sender?

The SMTP configuration to customize the email sender is done via the Civitfun dashboard, accessed through the "SMTP Configuration" section.

When configuring your SMTP, you will need to provide information in the following fields:

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  • SMTP host: Address of the outgoing mail server that will be used to send emails. It typically follows the format "smtp.example.com" or an IP address.
  • Port: Port number used to establish a connection with the SMTP server. Commonly used ports include 587 or 465. You can find your specific port in the settings provided by your email service provider.
  • Encryption: Method used to secure the communication between the email client and the SMTP server. Common options include "SSL," "TLS," or "STARTTLS."
  • SMTP Authentication: Method used to verify the identity of the sender when sending emails through the SMTP server. Make sure to select "Enabled" to enable authentication.
  • User: Username required to authenticate with the SMTP server if authentication is necessary.
  • Password: Password associated with the username used for authentication with the SMTP server. Make sure to provide the correct password associated with the provided username.
  • Default sender: Default email address that will be used as the sender when sending emails from Guestlink.

If you want to check the connection, click the button "Check connection". At the top right, it will indicate whether the connection has been successfully established or not.

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  • In case of a successful connection:

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  • In case of an unsuccessful connection:

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If you want to run a test, click the button "Send test email"; You will be able to send yourself a test email.

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By clicking the button, a pop-up window will appear where you need to enter the email address you want to send the test to:

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Once sent, you will receive an email like the following with the Default sender set:

Guestlink7.png

 

⚠️ IMPORTANT

If you wish to use the same email sender for all hotels, you can apply it to all by selecting 'All hotels' before saving.

Below, we provide the specifications of SMTP configuration settings for common email providers that you can use as a reference to fill in the previously mentioned fields.


SMTP Configuration of Common Email Providers

Outlook/Office365

  • SMTP host: smtp.office365.com
  • Port: 587
  • Encryption: STARTTLS
  • SMTP Authentication: Enabled
  • Username: <Email Address>
  • Password: <Password>
  • Default sender: <Default email>


Gmail

  • SMTP host: smtp.gmail.com
  • Port: 465
  • Encryption: SSL/TLS
  • SMTP Authentication: Enabled
  • Username: <Email Address>
  • Password: <App password>
  • Default sender: <Default email>

Gmail Updated

  • SMTP host: smtp.google.com
  • Port: 25
  • Encryption: STARTTLS
  • SMTP Authentication: Enabled
  • Username: <Email Address>
  • Password: <App password>
  • Default sender: <Default email>

⚠️ IMPORTANT

To use a Gmail account sender with Guestlink, your Google account must have 'Two-Step Verification' enabled. Furthermore, you'll need to create and use an 'App Password' instead of your usual password when setting up SMTP on Guestlink. If you're unsure how to do this, please follow the steps outlined in the following article.

 

Yahoo Mail

  • SMTP host: smtp.mail.yahoo.com
  • Port: 587
  • Encryption: STARTTLS
  • SMTP Authentication: Enabled
  • Username: <Email Address>
  • Password: <Password>
  • Default sender: <Default email>

 

AOL Mail

  • SMTP host: smtp.aol.com
  • Port: 465
  • Encryption: SSL/TLS
  • SMTP Authentication: Enabled
  • Username: <Email Address>
  • Password: <Password>
  • Default sender: <Default email>

 

iCloud

  • SMTP: smtp.mail.me.com
  • Port: 587
  • Encryption: STARTTLS
  • SMTP Authentication: Enabled
  • Username: <Email Address>
  • Password: <Password>
  • Default sender: <Default email>

 

SendGrid

  • SMTP: smtp.sendgrid.net
  • Port: 465 (for SSL), 587
  • Encryption: STARTTLS
  • SMTP Authentication: Enabled
  • Username: apikey
  • Password: <Insert api key>
  • Default sender: <Default email>

 

How can I Customize Different Email Senders for Various Guestlink Templates?

Once you have the SMTP configured, you'll see the option in the Guestlink templates to modify the sender. Previously, without this configuration, the sender would default to noreply@civitfun.com and couldn't be changed. Now, you can customize the sender for each template, as long as the domain is the same, allowing for more personalized communication with your guests.

Example of a sender with the configured SMTP setup:

Guestlink8.png

Example of a modified sender for a specific template (once SMTP is configured):
Guestlink9.png

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