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Email Settings

General email configuration and management.

Email Settings control how the system sends emails. Configure your email provider, set default sender address, and manage the email queue and retry policies.

Navigation: Settings → Email → Email Settings

Email Provider Selection

Choosing Your Provider

The system supports three email providers:

SMTP - Any SMTP server (custom, Gmail SMTP, etc.) - Simple configuration - Best for existing email servers

Gmail - Gmail or Google Workspace account - OAuth authentication - Secure, no password storage - Best for Google Workspace organizations

Office 365 - Microsoft Office 365 account - OAuth authentication - Secure, no password storage - Best for Microsoft 365 organizations

To Select Provider

  1. Navigate to Settings → Email → Email Settings
  2. Find Email Provider
  3. Select from dropdown:
  4. SMTP
  5. Gmail
  6. Office 365
  7. Save

The provider you select must be configured in its section (see related guides).

Default Sender Address

Sender Email Configuration

From Address

The "From" email address shown on emails:

  • Example: noreply@company.com or pos@store.com
  • Customers see this as the sender
  • Should be a valid, monitored address
  • Can receive bounce notifications

Sender Name

The display name shown with the email:

  • Example: "Acme Retail" or "POS System"
  • Shown in email "From" line
  • Optional -defaults to company name if not set

To Configure

  1. Settings → Email → Email Settings
  2. Find From Address
  3. Enter email address
  4. Find Sender Name (optional)
  5. Enter display name
  6. Save

Sender Address Best Practices

  • ✅ Use dedicated sender address (noreply@ or alerts@)
  • ✅ Don't use personal email address
  • ✅ Use domain you own/control
  • ✅ Ensure SPF/DKIM records are configured
  • ✅ Monitor for bounce messages
  • ✅ Use professional display name

Email Retry Policy

What is a Retry Policy?

When email sending fails (network issue, server down, etc.), the system automatically retries:

  • Retry Attempts - How many times to retry
  • Retry Interval - How long between retries
  • Max Age - How long to keep trying

Retry Configuration

Maximum Retry Attempts

  • How many times to retry a failed email
  • Range: 1-10 attempts
  • Default: 3 attempts
  • More attempts = longer before giving up

Retry Interval (Minutes)

  • How many minutes between retry attempts
  • Range: 1-60 minutes
  • Default: 5 minutes
  • Longer = fewer server load, slower recovery

Maximum Email Age (Hours)

  • How long to keep trying before giving up
  • Range: 1-72 hours
  • Default: 24 hours
  • Longer = more attempts, may send after event relevance

To Configure

  1. Settings → Email → Email Settings
  2. Find Retry Policy
  3. Set Max Retry Attempts (e.g., 3)
  4. Set Retry Interval (e.g., 5 minutes)
  5. Set Max Age (e.g., 24 hours)
  6. Save

Retry Policy Examples

Aggressive (Fast Delivery) - Max Attempts: 5 - Retry Interval: 1 minute - Max Age: 6 hours - For: Time-sensitive notifications

Balanced (Default) - Max Attempts: 3 - Retry Interval: 5 minutes - Max Age: 24 hours - For: Most use cases

Patient (High Reliability) - Max Attempts: 10 - Retry Interval: 15 minutes - Max Age: 72 hours - For: Important documents

Email Queue Management

What is the Email Queue?

The email queue stores emails waiting to be sent or that failed to send:

  • Pending emails (waiting for sending)
  • Failed emails (retrying based on policy)
  • Bounced emails (delivery failed)

Viewing the Queue

To check email queue status:

  1. Settings → Email → Email Settings
  2. Look for Email Queue
  3. Shows counts of:
  4. Pending (waiting to send)
  5. Retrying (failed, will retry)
  6. Failed (exceeded retry limit)

Retry Failed Emails

To manually retry failed emails:

  1. Settings → Email → Email Settings
  2. Click Retry Failed Emails
  3. System retries emails from Failed queue
  4. Use this after fixing underlying issue

Clear Failed Queue

To remove permanently failed emails:

  1. Settings → Email → Email Settings
  2. Click Clear Failed Emails
  3. System archives failed emails
  4. Use when confident they won't be sent

⚠️ Warning: Clearing removes emails permanently. Use only when certain they're unrecoverable.

Email Queue Best Practices

  • ✅ Check queue regularly for failures
  • ✅ Investigate repeated failures
  • ✅ Fix underlying issues before retrying
  • ✅ Keep queue under control (archive old)
  • ✅ Monitor for stuck/stale emails

Provider-Specific Configuration

SMTP Configuration

For SMTP details, see SMTP Setup Guide

Required for SMTP: - Server address - Port number - Username - Password - TLS/SSL encryption

Gmail Configuration

For Gmail details, see Gmail Setup Guide

Required for Gmail: - Client ID - Client Secret - Refresh Token - Default sender email

Office 365 Configuration

For Office 365 details, see Office 365 Setup Guide

Required for Office 365: - Tenant ID - Client ID - Client Secret - Refresh Token

Testing Email Configuration

Send Test Email

To test your configuration:

  1. Settings → Email → Email Settings
  2. Click Send Test Email
  3. Enter recipient email address
  4. Click Send
  5. Check for email in inbox

If test fails: - Check configuration is complete - Verify credentials are correct - Review email provider guide - Check network connectivity - See troubleshooting section

Test Email Content

Test email includes: - System name - Timestamp - Configuration status - Connection details - Delivery confirmation

Monitoring Email Delivery

Success Metrics

To monitor email success:

  • Check Email Queue for pending/failed counts
  • Monitor bounce rate (failures per 100)
  • Track delivery times
  • Review logs for errors

Email Logs

To view email logs:

  1. Settings → Email → Email Settings
  2. Click View Email Logs
  3. Shows recent emails with:
  4. Recipient address
  5. Subject
  6. Status (Sent, Failed, Retrying)
  7. Timestamp
  8. Retry count

Troubleshooting Poor Delivery

If emails are failing:

  1. Send test email to verify config
  2. Check Email Queue for specific errors
  3. Review email logs for patterns
  4. Check provider documentation
  5. Review network connectivity
  6. See provider-specific troubleshooting guide

Email Best Practices

  • ✅ Test configuration immediately after setup
  • ✅ Monitor queue regularly
  • ✅ Set appropriate retry policy
  • ✅ Use OAuth (Gmail/Office 365) over passwords
  • ✅ Keep sender address professional
  • ✅ Configure SPF/DKIM for domain
  • ✅ Monitor delivery success rate
  • ✅ Investigate repeated failures
  • ✅ Don't store passwords (use OAuth)
  • ✅ Review and archive old emails regularly
SMTP Configuration

SMTP server setup

Gmail Configuration

Gmail OAuth setup

Office 365 Configuration

Office 365 setup

POS Email Settings

Receipt emails

General Settings

Notifications