Learning Hub · System

Email Setup

Configure outgoing email so your business can send confirmations, invoices, and reminders

Why email setup matters

Email Setup is the foundation of all automated communication with your clients. Without it, no booking confirmations, invoices, reminders, or welcome emails can be sent. This section connects your business email account to the platform via SMTP (Simple Mail Transfer Protocol), which is the standard way email servers send messages. Once configured, every automated email — booking confirmations, cancellation notices, invoice receipts, vaccination reminders, and marketing emails — will be sent from YOUR business email address, maintaining your professional brand identity.

Step-by-step email configuration

Setting up email takes about 5 minutes. Follow these steps carefully — each one builds on the previous.

1. Choose your email provider

Select from Gmail, Outlook/Office 365, Zoho Mail, SendGrid, or Custom SMTP. When you select a provider, the server host and port are auto-filled — you don't need to know technical details. Gmail is the most popular choice for small businesses; SendGrid is recommended for high-volume sending (100+ emails/month).

2. Generate an App Password

For security, most providers (especially Gmail) require an "App Password" rather than your regular login password. For Gmail: go to Google Account → Security → 2-Step Verification → App Passwords → generate one labelled "MyPetSitter" or similar. This 16-character code is what you enter below — never your actual Gmail password.

3. Enter SMTP credentials

The SMTP Host and Port are pre-filled when you choose a provider (e.g., smtp.gmail.com:587 for Gmail). Enter your email address as the Username and your App Password as the Password. These credentials are encrypted and stored securely.

4. Set sender details

The "From Email" is the address that appears in client inboxes (e.g., hello@yourbusiness.com). The "From Name" is the display name (e.g., "Happy Paws Boarding"). The optional "CC" field sends a copy of every outgoing email to a specified address — great for record-keeping.

5. Test the connection

Click "Send Test Email" to send a test message to your own email address. This verifies that your SMTP credentials are correct, the server is reachable, and emails will be delivered. Check your inbox (and spam/junk folder) for the test email.

6. Save and go live

Once the test succeeds, click "Save Settings". From this moment, all automated emails will be sent through your configured email account. Your clients will see your business name and email address as the sender.

Interactive email setup walkthrough

📧 Email Setup

1. Choose your email provider

📧

Gmail

📬

Outlook / O365

✉️

Zoho Mail

🚀

SendGrid

⚙️

Custom SMTP

Setup: Gmail

Go to Google Account → Security

Enable 2-Step Verification

Generate App Password

Use the 16-char app password below

2. Server credentials

SMTP Host

smtp.gmail.com

Port

587

Username / Email

hello@pawsandstay.co.uk

App Password

••••••••••••

👁️

3. Sender details

From Email

hello@pawsandstay.co.uk

From Name

Paws & Stay Boarding

CC on all emails (optional)

manager@pawsandstay.co.uk

4. Test & Save

📤 Send Test Email

💾 Save Settings

📧 Step 4 of 5 · Click providers to explore

Provider-specific setup guides

Each provider has slightly different steps. Here's what you need to know for each one.

Gmail (most popular)

1. Go to myaccount.google.com → Security. 2. Enable 2-Step Verification (required for App Passwords). 3. Go to App Passwords → select "Mail" and "Other" → name it "MyPetSitter". 4. Copy the 16-character password. 5. In Email Setup, select Gmail, enter your Gmail address and the App Password. Host: smtp.gmail.com, Port: 587.

Outlook / Office 365

1. Use your full Outlook email address as the username. 2. Enter your regular Outlook password (or App Password if you have MFA). 3. Host: smtp.office365.com, Port: 587. 4. Some organisations may need an admin to enable SMTP AUTH in the Exchange admin centre.

Zoho Mail

1. Log in to Zoho Mail → Settings → Mail Accounts → SMTP. 2. Ensure "Access for less secure apps" or SMTP is enabled. 3. Host: smtp.zoho.com, Port: 465 (SSL) or 587 (TLS). 4. Use your Zoho email and password.

SendGrid (high volume)

1. Create a free SendGrid account at sendgrid.com. 2. Go to Settings → API Keys → Create API Key. 3. Username is always "apikey" (literally). 4. Password is your API key string. 5. Host: smtp.sendgrid.net, Port: 587. Recommended for 100+ emails/month — better deliverability than consumer email.

Custom SMTP

If your provider isn't listed, select "Custom SMTP" and manually enter the Host, Port, Username, and Password. Contact your email provider for SMTP server details. Common ports: 587 (STARTTLS), 465 (SSL), 25 (unencrypted, not recommended).

What happens after email is configured

Click each scenario to see the result and email preview

A new client registers on your portal

The system automatically sends a Welcome email from your business email address. The client sees "From: Happy Paws Boarding <hello@happypaws.co.uk>" in their inbox — professional and branded. If you have CC enabled, you also receive a copy.

Welcome to Happy Paws Boarding! 🐾

to: client@example.com

Hi Sarah, Welcome to Happy Paws Boarding! We're thrilled to have you and Bella join our family. Your account is ready. Log in to complete your profile, add your pet's details, and book your first stay. Warm regards, The Happy Paws Team

You confirm a client's booking

A Booking Confirmation email is sent instantly from your configured email. It includes the dates, service type, and what to bring. The CC address gets a copy so your records are complete.

Booking Confirmed ✅ — Happy Paws Boarding

to: client@example.com

Hi Sarah, Great news! Your booking for Bella has been confirmed. Service: Boarding (5 nights) Dates: 15 Mar — 20 Mar 2025 Total: £150.00 Please bring: food (labelled), medications, favourite toy. See you soon! Happy Paws Boarding

Email setup is missing or credentials are wrong

No automated emails will be sent. Clients won't receive booking confirmations, invoices, or reminders. You'll see a warning banner on the dashboard prompting you to configure email. Always test your setup after saving!

Pro tips for email setup

For Gmail: Go to Google Account → Security → 2-Step Verification → App Passwords. Generate one specifically for this app. Never use your regular Gmail password.

Use a dedicated business email (hello@yourbusiness.com) rather than a personal one — it looks more professional and builds client trust.

If emails aren't arriving, check your spam/junk folder first. Then verify your App Password hasn't been revoked and your credentials are correct.

SendGrid or a dedicated transactional email service is strongly recommended for businesses sending 100+ emails/month. Consumer email providers have daily sending limits (Gmail: 500/day).

The "Standard CC" field is invaluable for keeping a central record of every email sent. Use a shared inbox so your whole team can see communications.

After saving settings, always send a test email. Check both your inbox and spam folder — if it lands in spam, your domain reputation may need work.

If you change your email password, you'll need to generate a new App Password and update it here. The old one will stop working immediately.

Consider setting up SPF, DKIM, and DMARC records on your domain to improve email deliverability and prevent your emails from being marked as spam.

Learning Hub • Email Setup

MyPetSitter^®

The all-in-one platform for pet care professionals. Beautiful, powerful, and built with love for the pet industry.

Tools

DEFRA Readiness Check

Livestock Worrying Check

Earnings Calculator

How Many Dogs Can I Walk?

Dog Boarding Licence Guide

Product

Features

Pricing

Compare

Learning Hub

About Us

Start Free Trial

Legal

Cookie Policy

Code of Conduct