Email Configuration

Why Email Matters

LeadHub sends emails for many important things:

• Team invitations — when you invite a new team member, they get an email with their login link
• Password resets — users click "Forgot Password" and receive a reset link by email
• Notifications — new lead alerts, lead assignment notices, and other events
• Automation actions — when an automation is set to send an email to a lead or your team
• Scheduled reports — weekly and monthly report attachments
• Export downloads — when a large CSV export is ready, the user gets an email link

If email is not configured, none of these things work. Setting up email correctly is one of the most important steps after installation.

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Settings → Email Page

Go to Settings → Email in the sidebar.

This page is where you connect LeadHub to an email sending service. You will need SMTP credentials from your email provider.

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SMTP Configuration

SMTP stands for "Simple Mail Transfer Protocol" — it is the standard way to send email through a mail server. Think of it as plugging LeadHub into a post office.

Fill in these fields:

Field	What to put here
Host	The SMTP server address from your email provider
Port	Usually 587 (TLS) or 465 (SSL)
Encryption	TLS or SSL — matches the port you use
Username	Your email account username or email address
Password	Your email account password or app-specific password
From Name	The name that appears in the recipient's inbox (e.g. "Acme CRM")
From Email	The email address emails are sent from (e.g. [email protected])

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Common SMTP Providers

Gmail (Google Workspace or personal Gmail)

Important: Gmail requires an App Password, not your regular Gmail password. Go to your Google Account → Security → 2-Step Verification → App passwords to generate one.

Setting	Value
Host	smtp.gmail.com
Port	587
Encryption	TLS
Username	Your full Gmail address (e.g. [email protected])
Password	Your 16-character App Password (not your regular password)

Outlook / Office 365

Setting	Value
Host	smtp.office365.com
Port	587
Encryption	TLS
Username	Your full Outlook or Microsoft 365 email address
Password	Your account password

Mailgun

Setting	Value
Host	smtp.mailgun.org
Port	587
Encryption	TLS
Username	Your Mailgun SMTP username (found in Mailgun dashboard → Sending → Domains)
Password	Your Mailgun SMTP password

SendGrid

SendGrid uses apikey as the literal username and your actual API key as the password.

Setting	Value
Host	smtp.sendgrid.net
Port	587
Encryption	TLS
Username	apikey (literally the word "apikey")
Password	Your SendGrid API key

Amazon SES (Simple Email Service)

Replace us-east-1 with the AWS region where your SES is set up.

Setting	Value
Host	email-smtp.us-east-1.amazonaws.com
Port	587
Encryption	TLS
Username	Your SES SMTP username (from AWS Console → SES → SMTP Settings)
Password	Your SES SMTP password

cPanel Built-In Mail (Shared Hosting)

If your server uses cPanel and you want to send from an email address on the same server:

Setting	Value
Host	mail.yourdomain.com
Port	465
Encryption	SSL
Username	The full email address (e.g. [email protected])
Password	That email account's password

Replace yourdomain.com with your actual domain.

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From Address and From Name

The From Name is what recipients see as the sender name in their email client. Set this to your company name or product name.

The From Email must be a real, deliverable address. Most SMTP providers require it to match the domain you have authorized with them. If this does not match, emails will either fail to send or go straight to spam.

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Send Test Email

After filling in all the fields and saving, click Send Test Email. Enter any email address you have access to and click send. Check that inbox (and the spam folder) within a minute or two.

If the test email arrives, your email is working correctly.

If it does not arrive, see the troubleshooting section below.

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Per-Tenant SMTP

Each workspace (tenant) can have its own SMTP configuration, completely independent from the global settings.

This means Client A can send from [email protected] through their own email provider, while Client B sends from [email protected] through theirs.

To configure per-tenant SMTP:

1. Log in as that tenant (or switch to their workspace).
2. Go to Settings → Email.
3. Enter their SMTP credentials and save.

The per-tenant settings override the global SMTP for that workspace only. Workspaces without their own SMTP settings fall back to the global configuration.

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Troubleshooting Email

Emails are not sending at all

1. Go to Settings → Email and double-check every field for typos.
2. Click Send Test Email and see if it works.
3. Check that the cron job is running — if emails go out through the queue, they need the cron job to process them. See the cron job section in the FAQ.

Emails are going to spam

This is almost always caused by one of these:

• The From Email address does not match the domain your SMTP provider has authorized. Use an email address at a domain you own.
• You are missing SPF and DKIM DNS records. Contact your email provider — they will tell you what DNS records to add to your domain.
• You are using a free Gmail or Outlook account to send bulk notifications. Use a dedicated sending service like Mailgun, SendGrid, or Amazon SES instead.

Test email fails with a connection error

• Port 587 is the most common port that gets blocked by shared hosting providers. Try port 465 with SSL instead, or ask your hosting provider to unblock port 587.
• Double-check that your username and password are correct. For Gmail, remember to use an App Password, not your regular password.

"Authentication failed" error

• For Gmail: make sure you generated an App Password under your Google Account settings. Your regular Gmail password will not work.
• For others: check that you copied the password correctly. Passwords are case-sensitive.

Emails arrive but look wrong

Go to Settings → Branding and check the Email Sender Name and footer text settings. These control how emails look.