For agencies🔔 Notifications & Messaging

Connect your email sender (turn on agency email)

Your agency's scheduling email sends from your own mailbox. Connect Gmail/Workspace, Microsoft 365, or any SMTP provider to turn it on.

OneTerp sends your agency's scheduling email (offers, reminders, confirmations and receipts to clients, interpreter invites, batch messages, and customer invoices) from your OWN mailbox, not from OneTerp. Until you connect a sender, that email is paused (scheduling still works; only the emails are held). You connect it once in Settings → Operations & Alerts → Email Sender.

Step by step

  1. 1Go to Settings → Operations & Alerts → Email Sender.
  2. 2Choose a method: "Connect Microsoft 365" (one click, best for Microsoft agencies) or "Custom SMTP" (works with Gmail/Workspace and most other providers).
  3. 3Gmail / Google Workspace: turn on 2-Step Verification at myaccount.google.com/security, then create an app password at myaccount.google.com/apppasswords. Enter Host smtp.gmail.com, Port 465, Use SSL/TLS checked, username = your full Gmail address, password = the 16-character app password.
  4. 4Microsoft 365 / Outlook: use the Connect Microsoft 365 button when available. SMTP fallback (an admin must enable Authenticated SMTP at admin.microsoft.com → Users → the user → Mail → Manage email apps): Host smtp.office365.com, Port 587, Use SSL/TLS unchecked, with an app password.
  5. 5Any other provider: search "[provider] SMTP settings" for the host and port, create an app password in the provider's security settings, and enter them on the form.
  6. 6Click Test & connect. OneTerp sends a real test message to confirm the settings before saving; on success the tab turns green and your email is live.

Tips

  • Port rule of thumb: 465 → check "Use SSL/TLS"; 587 → uncheck it. If a test fails, try the other combo.
  • Most providers need an app password (created with 2-Step Verification on), not your normal login password.
  • The Email Sender tab has built-in, expandable step-by-step guides for Gmail, Microsoft, and other providers. Open "Where do I find these settings?" under the Custom SMTP form.
  • If a connected sender later fails (expired password, revoked access), OneTerp alerts you and pauses email rather than sending from a generic address. Just reconnect.
  • HIPAA: your scheduling email can contain consumer/job details and travels through your own mailbox/provider, so use one covered by an appropriate Business Associate Agreement.

Related articles

Still need help?

If this article didn't solve it, submit a ticket and the OneTerp team will follow up.

Submit a ticket
← Back to Help Center