Email sending

How invite, password setup, notification and overdue-work emails are sent — through Solk (no setup) or your own SMTP server; sender name, reply-to address, test email and recent sends.

The emails the CRM itself sends — user invites and password setup, notifications, the overdue work email, approval and leave notices, test emails — are system emails. Their settings live on Settings → Email sending (Workspace, admins).

What you send from your personal mailbox is separate: email written on the Emails page, replies, sequences and bulk sends go out from the Gmail / Microsoft 365 / company mail account you connected (Email threads).

Sending route

Solk sends system email through the first available route in this order; the strip at the top of the page shows which one is in use:

Through Solk, email goes out from Solk's sending address (e.g. bildirim@solk.app) under your sender name; when the recipient presses Reply the answer goes to your reply-to address. The mail server password is held by Solk, not by your installation. Each workspace can send 200 system emails an hour and 2,000 a day.

If your own server or the server setting fails, the email goes through Solk and the send record gets a note (e.g. Your own server failed — sent through Solk). If email sending is temporarily off at Solk, the page warns you and relaying is retried after six hours; if a user invite can't be sent in the meantime, the invite link is shown to the admin on screen.

Settings › Email sending

• Status — which route emails take, from which address and under which name; Send me a test email sends a test to your account's address and reports the result.
• Sender — Sender name (the name shown in the recipient's inbox; defaults to the app name) and Reply-to address (defaults to the company email).
• Your own SMTP server optional — if emails should come from your own domain: SMTP server, port (587 STARTTLS · 465 SSL), Verify certificate, user name, password and sender address. Save and test stores the setting and sends a test email to your account. The password is stored encrypted and never shown again; leave it blank to keep it. The sender's domain needs SPF and DKIM records. Remove setting returns to sending through Solk.
• Recent sends — the last 30 system emails: time, recipient, subject, route and result (with the error text). The last 500 records are kept; workspace export includes the sistem_epostalari table.

The Notifications page and the Overdue work email card depend on this setting: with no route they say emails will go once email sending is set up.

Email design

System emails share one clean layout: your workspace logo at the top (the logo uploaded to your customer card in the Solk panel; otherwise the company name), a white card with a title, short text, one black primary button and, where useful, a grey details box (e.g. workspace, username, link validity); the company name, address and a Notification settings link at the bottom.

• User invite and installation ready emails also show the link below the button, to copy if the button doesn't open.
• The overdue work email shows overdue tasks as cards with the date and N days overdue.
• On phones the button is full width; Apple Mail and iOS Mail apply dark mode automatically (Gmail uses its own dark mode).
• Every email also has a plain-text version for clients that don't show HTML.

From the Email designs row on Settings → Email sending you can preview the invite, installation ready, notification, overdue work and test emails (nothing is sent).

Troubleshooting

If an invite email didn't go out, the Users page shows the password setup link; you can pass it on yourself.