# 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](/objects/emails)).

## Sending route {#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:

| Order | Route | When |
|---|---|---|
| 1 | **Resend** | Resend is connected under **Apps** with *system emails* on. |
| 2 | **Your own server** | You entered your own SMTP server on this page. |
| 3 | **Server setting** | In a self-hosted installation, `SMTP_*` is set in the `.env` file. |
| 4 | **Through Solk** | Default — no setup needed. |

**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 {#settings}

- **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** <small>optional</small> — 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 {#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 {#troubleshooting}

| Message | What to do |
|---|---|
| *System emails can't be sent* | The installation isn't connected to Solk and has no server setting (self-hosted), or sending is off at Solk — enter **Your own SMTP server**. |
| *User name or password was not accepted* | Gmail and Microsoft 365 need an **app password**, not the account password; SMTP authentication must be enabled on the mailbox. |
| *The server's certificate could not be verified* | Write the server name as it appears on the certificate or turn off *Verify certificate*. |
| *Could not establish an encrypted connection* | 465 uses SSL, 587 STARTTLS — port and security type must match. |
| *The sender address was rejected* | The sender address must belong to (or be allowed for) the SMTP account. |

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