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SMTP Email Setup

Configure your email account to send messages and stage notifications in talentATS

Shaun Corness avatar
Written by Shaun Corness
Updated over a month ago

Getting Started

To send emails and messages to candidates in talentATS, you must connect your email account via SMTP (Simple Mail Transfer Protocol). This guide will help you set up your email connection.

Why SMTP Setup Is Required

SMTP configuration allows you to:

  • Send messages directly to candidates

  • Verify your email identity

  • Maintain a complete message history

Important: If SMTP is not configured, all stage change notifications and interview invitations will be sent automatically from talentATS on your behalf - SMTP is NOT required for these. SMTP is only required if you also want to send custom one-off messages to candidates.

Without SMTP configured, you can still send stage notifications and interview invitations, but you cannot send custom messages.

Accessing SMTP Settings

To configure your email:

  1. Click on your profile icon in the top right corner

  2. Select "Profile Settings" or "Settings"

  3. Look for Email Connection Settings section

  4. Click Configure SMTP or Connect Email Account

SMTP Configuration Fields

You'll need to provide the following information:

Email Address (Username)

  • Your full email address (e.g. [email protected])

  • This is what talentATS will use to send emails

  • Emails will appear to come from this address

Password

  • Your email account password

  • For Gmail accounts, use an app-specific password (see below)

  • For other providers, use your account password

  • This field is securely encrypted

SMTP Server (Outgoing Mail Server)

  • The mail server address for sending emails

  • Common examples:

    • Gmail: smtp.gmail.com

    • Outlook/Hotmail: smtp-mail.outlook.com

    • Check your email provider's settings for other services

SMTP Port

  • The port number your email server uses

  • Common ports:

    • Port 465: Use with SSL/TLS encryption

    • Port 587: Use with STARTTLS encryption

    • Most providers use port 465 or 587

IMAP Server (Incoming Mail Server)

  • The mail server address for receiving emails

  • talentATS uses IMAP to retrieve replies from candidates

  • Common examples:

    • Gmail: imap.gmail.com

    • Outlook/Hotmail: imap-mail.outlook.com

    • Yahoo Mail: imap.mail.yahoo.com

IMAP Port

  • The port number for your incoming mail server

  • Port 993 is standard for most providers

SSL/TLS Encryption

  • Enable this for secure connections

  • Recommended: Leave enabled (checked)

  • Most modern email servers require this

Common Email Providers

Gmail Setup

  1. Create an app-specific password:

    • Go to your Google Account (myaccount.google.com)

    • Click "Security" in the left panel

    • Enable "2-Step Verification" if not already enabled

    • Return to Security and find "App passwords"

    • Select "Mail" and "Windows Computer" (or your device)

    • Google will generate a 16-character password

    • Use this generated password, not your regular password

  2. SMTP Settings for Gmail:

    • SMTP Server: smtp.gmail.com

    • SMTP Port: 465

    • IMAP Server: imap.gmail.com

    • IMAP Port: 993

    • Requires SSL: Yes

Outlook/Microsoft 365 Setup

  1. SMTP Settings:

    • SMTP Server: smtp-mail.outlook.com

    • SMTP Port: 587

    • IMAP Server: imap-mail.outlook.com

    • IMAP Port: 993

    • Requires SSL: Yes

  2. Password:

    • Use your Microsoft account password

    • Or create an app password if your account requires it

Other Email Providers

  • Check your email provider's documentation for SMTP/IMAP settings

  • Most business email services provide these details in their help sections

  • Common search: "[Your Provider] SMTP settings" or "[Your Provider] IMAP settings"

Testing Your Connection

After entering your SMTP details:

  1. Click Test Connection or Validate Settings

  2. talentATS will verify your credentials

  3. You should see a success message if configuration is correct

  4. A test email may be sent to verify the connection

If the test fails:

  • Double-check all settings are correct

  • Verify your password is correct

  • Ensure SSL/TLS settings match your provider's requirements

  • Check if your email provider requires an app-specific password

Saving Your Configuration

Once your connection is verified:

  1. Review all settings one final time

  2. Click Save or Update SMTP Settings

  3. You'll receive a confirmation message

  4. Your configuration is now active

You can now send messages and automated stage notifications to candidates.

Best Practices

  • Use dedicated email account – Consider using a shared team email or noreply address

  • Keep credentials secure – Don't share your password with others

  • Update if you change passwords – Update your SMTP settings if you change your email password

  • Test occasionally – Verify your connection is still working regularly

  • Check spam settings – Ensure emails aren't being marked as spam

Troubleshooting

"Authentication failed" or "Invalid credentials"

  • Verify your email address is correct

  • Confirm your password is typed correctly

  • For Gmail, ensure you're using an app-specific password, not your regular password

  • Check if your email provider requires additional security settings

"Connection timeout" or "Cannot connect to server"

  • Verify the SMTP server address is correct

  • Check the SMTP port number is correct for your provider

  • Ensure SSL/TLS setting matches your provider's requirements

  • Contact your email provider if the server address has changed

"SMTP Port 587 not working"

  • Try port 465 instead

  • Ensure SSL/TLS is enabled for port 465

  • Some providers use different ports for different encryption types

"Emails not being sent"

  • Verify your SMTP settings are still saved

  • Test your connection again

  • Check your email account isn't locked or restricted

  • Ensure your email account has sending permissions

"2-Step Verification required (Gmail)"

  • SMTP requires an app-specific password with Gmail

  • Don't use your regular Gmail password

  • Generate a new app-specific password and use that instead

"Less secure app access" (Gmail)

  • If using an older Gmail account, you may need to enable "Less secure app access"

  • Go to myaccount.google.com/security

  • However, app-specific passwords are more secure

"Cannot receive candidate replies"

  • Verify IMAP server and port settings are correct

  • Ensure IMAP is enabled on your email account

  • Some email providers require enabling IMAP in settings

  • Check your email account restrictions

"I need to disconnect SMTP

  • Go to Profile Settings > Email Connection Settings

  • Click Disconnect or Remove

  • Your SMTP configuration will be removed

  • You can set up a new connection anytime

Security Notes

  • Your credentials are securely encrypted

  • talentATS never displays your password after saving

  • Credentials are used only to send emails on your behalf

  • All email communication is secure and encrypted

  • Consider using a dedicated email account for team collaboration

Next Steps

Once SMTP is configured:

  • You can now send messages to candidates

  • Automated stage change emails will send when configured

  • All messages appear in the Messages tab for record-keeping

  • Your email account will receive copies of all sent messages

Need more help? Click "Need Help?" in your profile dropdown or contact our support team for assistance.

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