--- title: "Custom Email Sender (SMTP)" description: "Send email notifications and autoresponders from your own email address using custom SMTP configuration." url: https://forminit.com/docs/custom-sender-email-smtp/ --- # Custom Email Sender (SMTP) Send email notifications and autoresponders from your own email address using custom SMTP configuration. > **Note** > > Custom Email Sender is available on the Business plan. ## Overview By default, Forminit sends all email notifications and autoresponders from `notifications@forminit-mail.com`. With Custom Email Sender, you can configure your own SMTP server to send emails from your own email address (e.g., `hello@yourdomain.com`). **Benefits:** - **Brand consistency** — Emails appear from your domain, not Forminit's - **Better deliverability** — Emails from your authenticated domain are less likely to hit spam - **Professional appearance** — Recipients see your company name and email address --- ## How It Works 1. **Add SMTP configuration** at the workspace level (Account & Settings → SMTP Configs) 2. **Select your custom sender** in form settings for Email Notifications or Autoresponders 3. **All forms in the workspace** can use the configured SMTP sender ``` ┌─────────────────────────────────────────────────────────────┐ │ Workspace │ │ ┌───────────────────────────────────────────────────────┐ │ │ │ SMTP Configs │ │ │ │ • smtp.gmail.com (hello@company.com) │ │ │ │ • smtp.mailgun.org (noreply@company.com) │ │ │ └───────────────────────────────────────────────────────┘ │ │ ↓ │ │ ┌─────────────┐ ┌─────────────┐ ┌─────────────┐ │ │ │ Form A │ │ Form B │ │ Form C │ │ │ │ (hello@) │ │ (noreply@) │ │ (default) │ │ │ └─────────────┘ └─────────────┘ └─────────────┘ │ └─────────────────────────────────────────────────────────────┘ ``` --- ## Setup Guide ### Step 1: Add SMTP Configuration 1. Navigate to **Account & Settings → SMTP Configs** 2. Click **Add SMTP** 3. Fill in your SMTP server details: | Field | Description | Example | |-------|-------------|---------| | **SMTP Host** | Your SMTP server hostname | `smtp.gmail.com` | | **Port** | SMTP port number | `587` (TLS) or `465` (SSL) | | **Encryption** | Security protocol | `TLS`, `SSL`, or `None` | | **Username** | SMTP authentication username | `hello@company.com` | | **Password** | SMTP authentication password or app password | `••••••••` | | **From Name** | Display name for outgoing emails | `Acme Support` | | **From Email** | Email address shown as sender | `hello@company.com` | 4. Click **Test Connection** to verify your settings 5. Click **Save** to add the configuration ### Step 2: Use Custom Sender in Forms 1. Open your form and select **Workflow** in the form header 2. Select a **Send email notification** or **Send autoresponder email** step (or add one with **+**) 3. In the **From** dropdown, select your custom email address 4. Select **Publish** to make the change live --- ## SMTP Configuration Details ### Required Fields ``` ┌────────────────────────────────────────────────────────────┐ │ Add SMTP Configuration │ ├────────────────────────────────────────────────────────────┤ │ │ │ SMTP Host * │ │ ┌──────────────────────────────────────────────────────┐ │ │ │ smtp.gmail.com │ │ │ └──────────────────────────────────────────────────────┘ │ │ │ │ Port * Encryption * │ │ ┌────────────────────┐ ┌────────────────────┐ │ │ │ 587 │ │ TLS ▼ │ │ │ └────────────────────┘ └────────────────────┘ │ │ │ │ Username * │ │ ┌──────────────────────────────────────────────────────┐ │ │ │ hello@company.com │ │ │ └──────────────────────────────────────────────────────┘ │ │ │ │ Password * │ │ ┌──────────────────────────────────────────────────────┐ │ │ │ •••••••••••••••• │ │ │ └──────────────────────────────────────────────────────┘ │ │ │ │ From Name * │ │ ┌──────────────────────────────────────────────────────┐ │ │ │ Acme Support │ │ │ └──────────────────────────────────────────────────────┘ │ │ │ │ From Email * │ │ ┌──────────────────────────────────────────────────────┐ │ │ │ hello@company.com │ │ │ └──────────────────────────────────────────────────────┘ │ │ │ │ ┌─────────────────┐ ┌──────────────────────────────┐ │ │ │ Test Connection │ │ Save │ │ │ └─────────────────┘ └──────────────────────────────┘ │ │ │ └────────────────────────────────────────────────────────────┘ ``` ### Field Validation | Field | Validation | Error Message | |-------|------------|---------------| | SMTP Host | Required, valid hostname | "SMTP host is required" | | Port | Required, number 1-65535 | "Valid port number is required" | | Encryption | Required, one of: TLS, SSL, None | "Select an encryption method" | | Username | Required | "Username is required" | | Password | Required | "Password is required" | | From Name | Required, max 100 characters | "From name is required" | | From Email | Required, valid email format | "Valid email address is required" | --- ## Common SMTP Settings ### Gmail / Google Workspace | Setting | Value | |---------|-------| | SMTP Host | `smtp.gmail.com` | | Port | `587` | | Encryption | `TLS` | | Username | Your full email address | | Password | App Password (not your regular password) | > **Note:** Gmail requires an App Password when 2-factor authentication is enabled. Generate one at Google Account → Security → App Passwords. ### Microsoft 365 / Outlook | Setting | Value | |---------|-------| | SMTP Host | `smtp.office365.com` | | Port | `587` | | Encryption | `TLS` | | Username | Your full email address | | Password | Your account password or app password | ### Amazon SES | Setting | Value | |---------|-------| | SMTP Host | `email-smtp.{region}.amazonaws.com` | | Port | `587` | | Encryption | `TLS` | | Username | SMTP credentials (not IAM credentials) | | Password | SMTP password from SES console | ### Mailgun | Setting | Value | |---------|-------| | SMTP Host | `smtp.mailgun.org` | | Port | `587` | | Encryption | `TLS` | | Username | `postmaster@your-domain.com` | | Password | SMTP password from Mailgun dashboard | ### SendGrid | Setting | Value | |---------|-------| | SMTP Host | `smtp.sendgrid.net` | | Port | `587` | | Encryption | `TLS` | | Username | `apikey` | | Password | Your SendGrid API key | ### Postmark | Setting | Value | |---------|-------| | SMTP Host | `smtp.postmarkapp.com` | | Port | `587` | | Encryption | `TLS` | | Username | Your Postmark Server API Token | | Password | Your Postmark Server API Token | --- ## Workspace-Level Configuration SMTP configurations are managed at the **workspace level**, meaning: - **Personal workspace:** SMTP configs are available to all your personal forms - **Team workspace:** SMTP configs are shared with all team members and forms in that workspace - **Multiple configs:** You can add multiple SMTP configurations per workspace - **Per-form selection:** Each form can use a different sender from the available configs ### Managing Multiple Configurations You might want different senders for different purposes: | From Email | Use Case | |------------|----------| | `support@company.com` | Customer support forms | | `sales@company.com` | Lead generation forms | | `noreply@company.com` | Transactional notifications | | `careers@company.com` | Job application forms | --- ## Using Custom Sender ### Email Notifications Send submission notifications to your team from your custom email: 1. Open your form and select **Workflow** in the form header 2. Select an existing **Send email notification** step, or add one with **+** 3. Select your custom email from the **From** dropdown 4. Configure recipients and email content 5. Select **Publish** ### Autoresponders Send confirmation emails to form submitters from your brand: 1. Open your form and select **Workflow** in the form header 2. Select the **Send autoresponder email** step, or add one with **+** 3. Select your custom email from the **From** dropdown 4. Customize the email subject and body 5. Select **Publish** --- ## Troubleshooting ### Connection Failed | Error | Cause | Solution | |-------|-------|----------| | "Connection refused" | Wrong host or port | Verify SMTP host and port settings | | "Authentication failed" | Invalid credentials | Check username and password; use app password if required | | "Connection timed out" | Firewall blocking | Check if your network allows outbound SMTP connections | | "Certificate error" | SSL/TLS mismatch | Try different encryption setting (TLS vs SSL) | ### Emails Not Sending 1. **Check spam folder** — First delivery from new sender may be flagged 2. **Verify DNS records** — Ensure SPF, DKIM, and DMARC are configured for your domain 3. **Check sending limits** — Some providers limit emails per day/hour 4. **Review bounce logs** — Check your SMTP provider's dashboard for delivery issues ### Gmail-Specific Issues | Issue | Solution | |-------|----------| | "Less secure app access" error | Use App Password instead of account password | | "Sign-in attempt blocked" | Enable 2FA and generate App Password | | Sending limits reached | Gmail limits to 500 emails/day for personal, 2000 for Workspace | --- ## Security Best Practices 1. **Use App Passwords** — Never use your primary account password 2. **Enable 2FA** — Protect your email account with two-factor authentication 3. **Rotate credentials** — Periodically update SMTP passwords 4. **Use dedicated sending address** — Consider using a dedicated email for form notifications 5. **Monitor sending reputation** — Check your domain's email reputation regularly --- ## FAQ **Q: Can I use different SMTP configs for different forms?** Yes. Each form can select a different sender from the workspace's available SMTP configurations. **Q: Do I need to verify my domain?** Forminit doesn't require domain verification, but your SMTP provider might. Additionally, setting up SPF, DKIM, and DMARC records improves deliverability. **Q: Can team members see my SMTP password?** No. Passwords are encrypted and never displayed after saving. Team members can use the configuration but cannot view credentials.