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.

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