---
title: SMTP Configuration Guide
description: Learn how to set up email notifications with custom SMTP settings in Taskflow AI
---

## Why Configure SMTP?

Custom SMTP configuration allows you to:

- **Brand Control**: Send emails from your own domain
- **Reliability**: Use your trusted email provider
- **Compliance**: Meet organizational email policies
- **Monitoring**: Track email delivery through your provider
- **Customization**: Use organization-specific email templates

## Supported Email Providers

All email providers tha have SMTP are supported

## Configuration in Taskflow AI

### Organization SMTP Settings

1. **Navigate to Organization Settings**
   - Go to your organization dashboard
   - Click "Settings" in the sidebar
   - Select the "Email" tab

2. **Enter SMTP Configuration**
   ```
   SMTP Server: your.smtp.server.com
   Port: 587
   Security: STARTTLS
   Username: your-email@yourdomain.com
   Password: your-app-password
   ```

3. **Test Configuration**
   - Click "Test Configuration" button
   - Send a test email to verify settings
   - Check spam folder if test email doesn't arrive

4. **Save Settings**
   - Click "Save SMTP Configuration"
   - Settings are encrypted and stored securely

### Email Templates

Customize email templates for:

- **Welcome Emails**: New member invitations
- **Task Notifications**: Assignment and due date reminders
- **Project Updates**: Status changes and milestones
- **Security Alerts**: Login notifications and security events

## Security Best Practices

### Authentication
- ✅ **Use App Passwords** instead of main account passwords
- ✅ **Enable 2FA** on your email account
- ✅ **Rotate credentials** regularly
- ❌ **Avoid** sharing SMTP credentials

### Network Security
- ✅ **Use TLS/STARTTLS** encryption
- ✅ **Verify SSL certificates**
- ✅ **Use secure ports** (587, 465)
- ❌ **Avoid** plain text connections (port 25)

### Access Control
- ✅ **Limit SMTP access** to organization owners
- ✅ **Monitor email logs** for unusual activity
- ✅ **Use dedicated email accounts** for automated emails
- ❌ **Don't use** personal email accounts for organization emails

## Troubleshooting

### Common Issues

**Authentication Failed**
- Verify username and password
- Check if 2FA requires app password
- Ensure account isn't locked

**Connection Timeout**
- Verify SMTP server and port
- Check firewall settings
- Try different security methods (TLS vs SSL)

**Emails Not Delivered**
- Check spam/junk folders
- Verify sender domain reputation
- Review provider sending limits

**Rate Limiting**
- Check your email provider's sending limits
- Consider upgrading to a higher tier
- Implement email queuing for bulk sends

### Testing SMTP Configuration

Use the built-in test feature:

1. **Configuration Test**
   - Tests connection to SMTP server
   - Verifies authentication
   - Checks TLS/SSL setup

2. **Send Test Email**
   - Sends actual test email
   - Verifies end-to-end delivery
   - Checks email formatting

## Need Help?

If you encounter issues:

1. **Check Provider Documentation**: Each email provider has specific requirements
2. **Contact Support**: Use the support section in Taskflow AI settings
3. **Community Forums**: Join our community for help from other users
4. **Email Provider Support**: Contact your email provider's support team

## Next Steps

After configuring SMTP:

- Configure notification settings in your organization settings
- Set up email preferences in user profiles  
- Monitor email delivery in organization logs
- Review security settings in organization management