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Email Credentials (SMTP)

Email Credentials (SMTP)

Email Credentials - User Guide

ℹ️

📧 Business Impact

The Email Credentials setting is the “Digital Postman” of your society. Without this configuration, the ERP cannot send automated maintenance bills, receipts, or member statements. Correct setup ensures your residents receive important financial documents directly in their inbox, speeding up collections and reducing paper waste.

âš¡ Quick Start: Connecting Your Server

  1. Access: Navigate to System Tools > Email Credentials.
  2. Server Identity:
    • SMTP Host: The address of your mail provider (e.g., smtp.gmail.com).
    • Port: Usually 587 (for modern secure mail).
  3. Login Details: Enter the User ID (your society’s full email address) and the Password.
  4. Security: Ensure the Enable SSL checkbox is ticked to protect your credentials.
  5. Test: Send a test Member Statement to yourself to verify connectivity.

🗺️ Communication Architecture 

graph LR
    ERP[ERP System] -- Uses Credentials --> Mail[SMTP Server: Gmail/Outlook]
    Mail -- Dispatches --> Inbox[Member's Inbox]
    Inbox -- View --> Statement[PDF Statement/Invoice]
    
    style ERP fill:#ccffcc,stroke:#333
    style Mail fill:#f9f,stroke:#333

1. Introduction 📝

Most modern societies use a dedicated official email (e.g., manager@yoursociety.com). The Email Credentials module allows the ERP to safely use that account to send out all system-generated documents.

2. Key Configuration Fields 🔍

  • SMTP Host: This is where the email is sent through. Common hosts:
    • Gmail: smtp.gmail.com
    • Office 365: smtp.office365.com
    • Custom: mail.yoursociety.com
  • SMTP Port:
    • 587: Standard for TLS (Recommended).
    • 465: Standard for SSL.
  • Enable SSL: Modern security requirement for almost all email providers.
  • From Email: The email address that members will see in their “From” field.

3. Important Notes for Gmail/Microsoft Users ⚠️

Most large providers (Google/Microsoft) no longer support using your “regular” password for 3rd party apps.

  1. Two-Factor Authentication (2FA): Must be enabled on your society email account.
  2. App Passwords: You must generate a 16-character “App Password” from your account security settings and use that in the ERP password field instead of your regular one.

4. Troubleshooting 🛠️

If emails are not being delivered:

  • Password Expiry: Check if the password was recently changed.
  • Firewall/Spam: Ensure your SMTP provider is not blocking the ERP server’s IP address.
  • Daily Limits: Most standard email accounts (like free Gmail) have a limit of 500 emails per day. For large societies (500+ members), a professional SMTP service is recommended.

5. Best Practices / Tips 💡

  • Use a Professional Account: Use an email from your society’s custom domain (e.g., billing@crystalheights.com) rather than a generic @gmail.com address to increase member trust.
  • Dedicated Society Email: Never use the Secretary’s or Manager’s personal email. Always create a dedicated “No-Reply” or “Accounts” email for the ERP.
  • Save Credentials Securely: Once configured and working, do not change these settings unless your email provider requires it.
System ParameterLinking Users to Groups