Email Configuration

By default, the system sends email through a central service. You can configure your own mailbox so transactional emails — order confirmations, OTPs, balance sheet reports, and notifications — are sent from your own domain.

Accessing Email Settings

Navigate to Settings > Software & Hardware > Interfaces Settings, then scroll to the Email Settings section.

Enable Tenant Email

Toggle SMTP Email Enabled to activate your own mailbox. When off, the system uses the default central email service.

Choose a Provider

Select your email provider from the Provider dropdown. The form auto-fills host and port settings:

Provider	Host	Port	TLS
Gmail	smtp.gmail.com	587	STARTTLS
Microsoft 365	Graph API (not SMTP)	—	—
Other	Custom	Custom	Configurable

Gmail / Google Workspace

Gmail requires an App Password, not your normal Google password.

1. Enable 2-Step Verification on your Google account — myaccount.google.com/security
2. Go to App Passwords — myaccount.google.com/apppasswords
3. Name it "POS System" and click Create
4. Copy the 16-character code (no spaces)
5. Enter your Google email as the Username and paste the 16-character code into App Password

Sending from a custom address (e.g., noreply@ or orders@): The address must first be added as a verified "Send mail as" alias in Gmail — Settings > Accounts > "Send mail as" > Add and verify.

Microsoft 365

Microsoft is disabling SMTP AUTH, so M365 tenants use the Graph API instead of SMTP. The form switches to Graph fields when you select the M365 provider.

Shared Mode (Recommended)

The simplest option — the system uses a pre-registered app and you only authorize it for your tenant.

1. Click Authorize Microsoft 365 — this opens a Microsoft consent page
2. Your M365 admin approves the Mail.Send permission once
3. After authorization, enter your Tenant ID (Directory ID from Azure Portal) and From address (e.g., [email protected])
4. Enable Microsoft 365, save, and click Send test email

Own Mode

For tenants that want to manage their own app registration. Requires:

• Tenant ID — Your Azure AD Directory ID
• Client ID — Your app registration's Application ID
• Client Secret — Your app's client secret value

Finding Your Tenant ID

Azure Portal > Microsoft Entra ID > Overview > Directory (tenant) ID (a GUID).

Custom Provider

Select Other to enter your own SMTP host, port, and TLS settings. This works with any standard SMTP server (e.g., Office 365 SMTP, Amazon SES, custom mail server).

Form Fields

Field	Description
Enable tenant email	Master on/off toggle. When off, fields are disabled.
Provider	Select Gmail, M365, or Other. Auto-fills host/port.
From Name	Display name on sent emails. Optional; defaults to company name.
From Address	The email address recipients see. Must be the authenticated account or a verified alias.
Username	The email address used to authenticate with the SMTP server.
App Password	Your SMTP app password. Write-only — the saved password is never returned to the browser. Shows •••••••• when a password is already stored.
Host	SMTP server address. Auto-filled by provider; editable for "Other".
Port	SMTP port number. Auto-filled by provider; editable for "Other".

Password Handling

The app password field is write-only:

• On load, the field always shows blank. A filled indicator (••••••••) means a password is already stored.
• When saving, the password is only sent to the server if you typed a new one. Leaving it blank preserves the existing password.
• This means you can edit other fields (host, from address, etc.) and save without re-entering the password.

Send Test Email

Click Send test email to verify your configuration. The test is sent using your saved settings — make sure to save the form first. The button is disabled until the form is saved and valid.

• Success — Green check mark confirms email is working.
• Failure — Red inline error explains what went wrong.

What Emails Use This Configuration

When tenant email is enabled, these messages are sent through your mailbox:

• OTP (one-time password) verification codes
• Order notifications and confirmations
• Balance sheet reports
• Transactional receipts
• System notifications (voids, discounts, price changes)

Template-based marketing emails (text blasts, email blasts via SendGrid) continue using the central service.

Troubleshooting

Problem	Solution
"Less secure app access" error on Gmail	Google blocks normal passwords for SMTP. Use an App Password (requires 2FA).
Test email fails with authentication error	Verify the 16-character App Password has no extra spaces. Re-create it if needed.
M365 SMTP connection refused	Microsoft is disabling SMTP AUTH. Switch to the M365 Graph provider instead.
Recipients see wrong sender address	The From address must match the authenticated account or be a verified "Send mail as" alias.
Email not arriving	Check the recipient's spam folder. Verify SPF/DKIM on your domain if sending from a custom address.