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Navigation Paths:
Email Templates: /admin/EmailTemplate
Email Options: /admin/EmailOption

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Overview

Configure your email system including SMTP server settings and customizable email templates for reliable delivery and consistent branding.

SMTP

Email server configuration

Templates

Customize automated emails

Sender

Default sender settings

Notifications

Control email sending

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SMTP Configuration

Configure your email server settings for sending automated emails.
SettingDescriptionExample
Mail DriverHow emails are sentSMTP (recommended)
SMTP HostMail server addresssmtp.gmail.com
SMTP PortServer port587 (TLS) or 465 (SSL)
SMTP UsernameEmail accountyour-email@gmail.com
SMTP PasswordAccount passwordApp password
EncryptionSecurity protocolTLS or SSL

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Common SMTP Providers

  • Gmail
  • Outlook
  • SendGrid
  • Mailgun
  • Host: smtp.gmail.com
  • Port: 587 (TLS) or 465 (SSL)
  • Username: Gmail address
  • Password: App-specific password
  • Encryption: TLS or SSL
  • Note: Enable 2FA, use App Password
SMTP Configuration Steps:
  1. Choose your SMTP provider (Gmail, Outlook, SendGrid, etc.)
  2. Obtain SMTP credentials (host, port, username, password)
  3. Enter configuration details in Email Settings
  4. Configure sender name and email address
  5. Send a test email to verify configuration
Gmail Users: Use App Passwords instead of your regular password. Enable 2-factor authentication first, then generate an App Password in Google Account settings under Security.
SMTP vs Other Methods: SMTP is recommended for reliability and deliverability. While Sendmail and other drivers are available, SMTP provides better tracking, error handling, and compatibility.

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Sender Configuration

Configure default sender information for all outgoing emails.
SettingDescriptionExample
From NameSender name”YourCompany Support”
From EmailSender addresssupport@yourdomain.com
Reply-To EmailWhere replies gosupport@yourdomain.com
Best Practices: Use a recognizable company name, professional domain email (not Gmail/Yahoo), and ensure reply-to address is monitored regularly for customer responses.

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Email Templates

Customize automated emails sent by your platform for consistent branding. Available Templates:
  • Account: Welcome, Verification, Password Reset, Activated, Suspended
  • Website: Created, Suspended, Expiring Soon, Expired, Deleted
  • Domain: Registered, Expiring Soon, Expired, Renewed
  • Billing: Invoice Created, Payment Received, Payment Failed, Refund, Subscription Renewed
  • Support: Ticket Created, Reply, Closed

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Template Elements

ElementDescription
Subject LineEmail subject (supports variables)
Email BodyMain content (HTML supported)
HeaderTop section with logo/branding
FooterBottom section with links/info
VariablesDynamic content placeholders

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Available Variables

User: {user_name}, {user_email}, {user_id}
Website: {website_name}, {website_url}, {website_expiry}
Domain: {domain_name}, {domain_expiry}
Billing: {invoice_number}, {amount}, {currency}, {payment_date}
System: {company_name}, {support_email}, {platform_url}, {current_date}

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Template Example

Subject: Welcome to , ! Body: 
Hi {user_name},

Welcome to {company_name}! We're excited to have you on board.

Your account: {user_email}

You can now log in and start creating websites.

Questions? Contact us at {support_email}.

Best regards,
The {company_name} Team
Template Customization Steps:
  1. Select the template you want to customize
  2. Edit the subject line using variables for personalization
  3. Write or modify the email body content
  4. Insert dynamic variables where needed
  5. Preview the template to check formatting
  6. Save the template to activate changes
  7. Send a test email to verify appearance
Template Design: Keep emails concise and scannable. Use clear calls-to-action. Include company branding. Test on mobile devices. Ensure variables are correctly formatted with curly braces.

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Email Notifications

Control which automated emails are sent to customers.
NotificationDefaultRecommendation
Welcome EmailEnabledKeep enabled
Email VerificationEnabledKeep enabled
Password ResetEnabledKeep enabled
Website CreatedEnabledKeep enabled
Expiration WarningsEnabledKeep enabled
Payment ConfirmationsEnabledKeep enabled
Support UpdatesEnabledKeep enabled
MarketingDisabledOptional
Notification Timing:
  • Expiration: 30, 14, 7 days before, day of
  • Payment: Invoice created, 3 days before due, day after due, 7 days after
Email Frequency: Balance keeping customers informed with avoiding email fatigue. Send critical notifications (security, billing) immediately. Batch less urgent updates when possible.

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Email Deliverability

Improve email delivery rates and avoid spam folders. SPF Record (Sender Policy Framework): 
v=spf1 include:_spf.google.com ~all
DKIM Signing (DomainKeys Identified Mail):
  1. Generate DKIM keys in your email provider
  2. Add DKIM TXT record to your DNS
  3. Enable DKIM signing in email settings
  4. Test with DKIM validator
DMARC Policy: 
v=DMARC1; p=quarantine; rua=mailto:dmarc@yourdomain.com
Avoid Spam Filters:
  • Use professional sender name and email
  • Avoid spam trigger words (FREE, URGENT, ACT NOW)
  • Don’t use all caps in subject lines
  • Include unsubscribe link for marketing emails
  • Maintain good sender reputation
Deliverability: Set up SPF, DKIM, and DMARC records to improve email authentication. Use a dedicated sending domain. Monitor bounce rates and spam complaints. Maintain clean email lists.

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Best Practices

  • Use dedicated email service for transactional emails
  • Keep SMTP credentials secure and confidential
  • Use TLS encryption for security
  • Monitor email sending limits and quotas
  • Set up backup SMTP provider for redundancy
  • Test email delivery regularly
  • Keep email service credentials updated
  • Keep templates concise and scannable
  • Use clear, action-oriented subject lines
  • Include company branding consistently
  • Test templates on multiple email clients
  • Ensure mobile responsiveness
  • Use variables for personalization
  • Include clear calls-to-action
  • Set up SPF, DKIM, and DMARC authentication
  • Use professional domain email (not free providers)
  • Monitor bounce rates and address issues
  • Maintain clean email lists
  • Avoid spam trigger words and tactics
  • Include unsubscribe options
  • Warm up new sending domains gradually
  • Send timely, relevant notifications
  • Don’t overwhelm with too many emails
  • Provide clear opt-out options
  • Respond to email replies promptly
  • Segment emails by customer type
  • Track email engagement metrics
  • Continuously improve based on feedback

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Troubleshooting

Issue: Emails are not being deliveredSolutions:
  1. Verify SMTP settings are correct
  2. Check username and password are accurate
  3. Try different port (587 vs 465)
  4. Test encryption setting (TLS vs SSL)
  5. Check firewall isn’t blocking SMTP
  6. Verify email service account is active
  7. Review error logs for specific issues
Issue: Emails landing in spam/junk foldersSolutions:
  1. Set up SPF, DKIM, and DMARC records
  2. Use professional domain email address
  3. Avoid spam trigger words in content
  4. Include unsubscribe option for bulk emails
  5. Monitor sender reputation score
  6. Warm up new sending domain gradually
  7. Ask customers to whitelist your email
Issue: Template variables not populating with dataSolutions:
  1. Check variable syntax: {variable_name}
  2. Use only supported variables for each template
  3. Save template after making changes
  4. Clear email template cache
  5. Send test email to verify
  6. Check for typos in variable names
  7. Ensure data exists for the variable
Issue: Gmail authentication failingSolutions:
  1. Enable 2-factor authentication on Google Account
  2. Generate App Password in Google Account Security
  3. Use App Password, not regular password
  4. Update SMTP password in settings
  5. Verify “Less secure app access” is not needed
  6. Check Gmail account isn’t locked
  7. Try regenerating App Password

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Quick Reference

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SMTP Ports

PortProtocolEncryptionUse Case
25SMTPNoneServer-to-server (often blocked)
587SMTPTLSRecommended
465SMTPSSLAlternative
2525SMTPTLSBackup if 587 blocked

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Testing Checklist

  • SMTP settings configured correctly
  • Test email sends successfully
  • Email arrives in inbox (not spam)
  • Sender name displays correctly
  • Reply-to address works
  • Variables populate with data
  • Links are clickable and work
  • Images display properly
  • Mobile formatting looks good
  • Unsubscribe link works (if applicable)

General Settings

Platform-wide settings

Auto-Renewal Settings

Renewal notifications

User Roles & Permissions

Email access permissions

Website Configuration

Expiration notifications