Overview

The Email Server tab in Default Communication Settings allows administrators to configure the SMTP server used for system-generated emails in openSIS.

Once configured, automated emails can be sent using the institution's own email address instead of the default system sender. This enables schools and institutions to maintain consistent branding and improve email deliverability.

The Email Server configuration is used for automated communications such as:

• Billing notifications
• Admissions and application event emails
• Password reset emails
• Other system-generated email notifications
  

Note: This Email Server configuration is used only for automated emails. Email settings for manually sending emails through the Communication module are configured separately under Communication > Settings.

Accessing Email Server Settings

To access the Email Server configuration:

Settings > School Settings > Default Communication Settings

Select the Email Server tab.

Configuring the Email Server

Click Add Information (or Edit Information if an email server has already been configured).

Complete the required fields.

Settings Type

Select the email server configuration type.

Example:

• SMTP Relay Setting

Provider

Select the email service provider if applicable.

Depending on your institution's email service, this may include providers such as Microsoft 365 or Google Workspace.

SMTP Server / Host

Enter the SMTP server address provided by your email service provider.

Example:

smtp.office365.com

or

smtp.gmail.com

Port

Enter the SMTP port number.

Common ports include:

• 587 (TLS)
• 465 (SSL)

Use the port recommended by your email provider.

Encryption

Choose the appropriate encryption method.

Supported options may include:

• TLS
• SSL

From Email Address

Enter the email address that should appear as the sender of system-generated emails.

Example:

notifications@schoolname.edu

SMTP Username

Enter the username used to authenticate with the SMTP server.

In most cases, this is the same as the sender email address.

SMTP Password / App Password

Enter the SMTP password or App Password provided by your email service.

If your provider requires multi-factor authentication, an App Password may be required instead of the account password.

Saving the Configuration

After completing the required fields:

1. Review the entered information.
2. Click Submit.
3. The Email Server configuration is saved and becomes the default sender for automated emails.

Updating Email Server Settings

To modify the configuration:

1. Open the Email Server tab.
2. Click Edit Information.
3. Update the required fields.
4. Save the changes.

The updated configuration is used for future system-generated emails.

Best Practices

• Use an institutional email address instead of a personal email account.
• Keep SMTP credentials secure.
• Use App Passwords when required by the email provider.
• Verify SMTP server, port, and encryption settings before saving.
• Periodically review and update SMTP credentials when passwords change.

Troubleshooting

If automated emails are not being delivered:

• Verify the SMTP server address.
• Confirm the port number and encryption settings.
• Ensure the username and password are correct.
• Verify that the sender email account has permission to send emails.
• Check whether the email provider requires an App Password.
• Confirm that outgoing SMTP connections are allowed by your network or firewall.

If the issue persists, contact your email service provider or the openSIS support team.