Email Settings
Configure SMTP email server settings to enable automated email communications including access card delivery, parking receipts, alerts, and notifications. Access these settings through Settings → Emails in the admin dashboard.
SMTP Server Configuration
Configure your SMTP (Simple Mail Transfer Protocol) server to enable outgoing email functionality. These settings connect your LEXOH system to your email service provider.
Server Hostname
Type: Text (URL or IP address)
Example: smtp.gmail.com, mail.yourdomain.com, smtp.office365.com
Description: The address of your SMTP mail server
- Use the SMTP server address provided by your email hosting service
- Can be a domain name (smtp.example.com) or IP address (192.168.1.100)
- Do not include protocol prefix (no http:// or https://)
- For Gmail: smtp.gmail.com
- For Outlook/Office365: smtp.office365.com
- For custom domains: Check with your hosting provider
Server Port
Type: Integer (port number)
Common Values: 25, 465, 587, 2525
Description: The network port used to connect to the SMTP server
| Port | Security | Use Case |
|---|---|---|
| 25 | None / STARTTLS | Legacy port, often blocked by ISPs |
| 465 | SSL/TLS | Recommended: Implicit SSL encryption |
| 587 | STARTTLS | Recommended: Explicit TLS upgrade |
| 2525 | STARTTLS | Alternative when 587 is blocked |
Secure Connection
Type: Dropdown / Boolean
Options: None, SSL/TLS, STARTTLS
Description: Encryption method used to secure email transmission
None (Not Recommended)
Unencrypted connection. Email content and credentials sent in plain text. Only use for testing on local networks.
SSL/TLS (Port 465)
Implicit encryption from connection start. Recommended for secure email transmission. Works with port 465.
STARTTLS (Port 587)
Connection starts unencrypted, then upgrades to TLS. Modern standard for SMTP. Works with port 587.
SMTP Authentication Credentials
Provide your email account credentials to authenticate with the SMTP server. These credentials allow the system to send emails on your behalf.
SMTP Account Name (Username)
Type: Text (email address or username)
Example: noreply@yourdomain.com, apikey, username
Description: The username or email address used to authenticate with the SMTP server
- Gmail: Full email address (yourname@gmail.com)
- Office365: Full email address (yourname@yourdomain.com)
- SendGrid: "apikey" (literal string)
- Mailgun: Full Mailgun SMTP username
- Custom SMTP: Check with your provider
SMTP Password
Type: Password (hidden text)
Description: The password or API key for the SMTP account
- Gmail: Use App Password, not your regular Gmail password (requires 2FA enabled)
- Office365: Regular account password or app-specific password
- SendGrid: API key (starts with SG.)
- Mailgun: SMTP password from Mailgun dashboard
- Password is stored encrypted in the database
- Never share SMTP credentials publicly or in code repositories
Gmail App Password Setup
- Enable 2-Factor Authentication on your Google account
- Go to Google Account → Security → 2-Step Verification
- Scroll to "App passwords" section
- Generate app password for "Mail" / "Other (Custom name)"
- Use the 16-character generated password in SMTP Password field
Sender Information
Configure the "From" name and email address that appear on all automated emails sent by the system. This helps customers identify legitimate emails from your organization.
SMTP From Name
Type: Text (display name)
Example: Downtown Parking, LEXOH Support, Airport Parking Center
Description: The friendly name displayed in the "From" field of emails
- Appears as the sender name in email clients
- Should match your organization or parking facility name
- Helps customers recognize legitimate emails
- Keep it professional and consistent with branding
- Avoid generic names like "Admin" or "System"
SMTP From Email
Type: Email address
Example: noreply@yourdomain.com, parking@yourdomain.com, info@yourdomain.com
Description: The email address shown in the "From" field and used for replies
- Must be a valid email address format
- Should match your domain for better deliverability
- Use noreply@ if you don't want to receive replies
- Use monitored address (support@, info@) if you want to handle replies
- Must match or be authorized by your SMTP server's domain
Automated Email Features
Control which automated emails are sent by the system. These settings allow you to enable or disable specific email notifications.
Send Access Cards on Creation
Type: Boolean (Enable/Disable)
Default: Enabled
Applies To: Customers and Users
Description: Automatically email access card details when new access cards are created or assigned
- When enabled: Users receive email with card number, QR code, and access instructions immediately upon card creation
- When disabled: Cards are created but no email is sent; users must be notified manually
- Email includes: Card number, QR code image, expiration date (if applicable), facility name
- Use cases: Self-service registration, bulk card issuance, monthly pass distribution
- Customization: Email content uses templates configured in General Settings → Messages
Email Content Preview
From: Downtown Parking <noreply@downtown.com>
[Company Logo]
Hello John Smith,
Your access card has been created. Please keep this information safe.
Card Number: 12345678
[QR Code Image]
Thank you for choosing Downtown Parking!
Email Configuration Testing
Verify your SMTP configuration by sending a test email. This ensures all settings are correct before activating automated emails in production.
Test Email Recipient
Field: To Email
Type: Email address
Example: admin@yourdomain.com, test@example.com
Description: The email address that will receive the test message
- Enter any valid email address you have access to
- Recommended: Use your own work email for immediate verification
- Test email is sent immediately upon clicking "Send Test Email"
- Check inbox and spam folder for the test message
Send Test Email Button
Click the "Send Test Email" button to validate your SMTP configuration. The system will:
- Connect to the SMTP server using provided hostname and port
- Authenticate using SMTP account name and password
- Establish secure connection (SSL/TLS or STARTTLS)
- Send test email to specified recipient address
- Report success or display error message
What Gets Tested
| Component | Verification |
|---|---|
| Server Connection | Can reach SMTP server at specified hostname and port |
| Authentication | Username and password are accepted by server |
| Encryption | SSL/TLS or STARTTLS negotiation successful |
| Sender Address | From email and name are formatted correctly |
| Email Delivery | Message successfully sent to recipient |
Common SMTP Provider Settings
Quick reference for popular email service providers. Use these settings as starting points for your configuration.
Gmail
| Hostname: | smtp.gmail.com |
| Port: | 587 or 465 |
| Secure: | STARTTLS (587) or SSL/TLS (465) |
| Username: | your@gmail.com |
| Password: | App Password (16 chars) |
Outlook / Office365
| Hostname: | smtp.office365.com |
| Port: | 587 |
| Secure: | STARTTLS |
| Username: | your@outlook.com |
| Password: | Account password |
SendGrid
| Hostname: | smtp.sendgrid.net |
| Port: | 587 or 465 |
| Secure: | STARTTLS or SSL/TLS |
| Username: | apikey |
| Password: | SendGrid API key |
Mailgun
| Hostname: | smtp.mailgun.org |
| Port: | 587 |
| Secure: | STARTTLS |
| Username: | postmaster@your.domain |
| Password: | Mailgun SMTP password |
Troubleshooting Email Issues
Connection Timeout
- Verify server hostname is correct (no typos)
- Check that port is not blocked by firewall
- Try alternative port (587 vs 465)
- Ensure server allows connections from your IP address
Authentication Failed
- Double-check username and password (no extra spaces)
- For Gmail, ensure you're using App Password, not regular password
- Verify account has SMTP access enabled
- Check if account has 2FA enabled (may require app password)
Emails Go to Spam
- Ensure From Email matches your SMTP server domain
- Set up SPF, DKIM, and DMARC DNS records for your domain
- Use professional From Name (not generic "Admin" or "System")
- Warm up new email accounts gradually (start with low volume)
- Monitor email reputation and blacklists
SSL/TLS Certificate Errors
- Verify secure connection setting matches port (STARTTLS for 587, SSL/TLS for 465)
- Update system certificates if using old/expired certificates
- For self-signed certificates, contact hosting provider
- Try switching between STARTTLS and SSL/TLS
Email Settings Configured!
Your email system is ready. Configure additional settings to complete your parking system setup.
