Email settings

Email is how the system reaches people who aren't looking at it: voicemail-to-email, received faxes, queue notifications, admin alerts, welcome messages. One SMTP configuration serves all of it.

Configuring SMTP

Admin → System → Email. The provider dropdown pre-fills the two common cases:

• Google Workspace — smtp.gmail.com:587 with TLS; authenticate with an App Password (ordinary account passwords won't work with 2FA-enabled Google accounts).
• Microsoft 365 — smtp.office365.com:587; the mailbox must have SMTP AUTH enabled (it's off by default on new tenants).
• Custom SMTP — any server: hostname, port (587 default), SSL/TLS, username and password (stored encrypted).

Set the From name and Reply-To, then Test Connection — it sends a real message to the system owners, so a green test means mail actually arrives, not just that the server answered.

What the system sends

• Voicemail-to-email — per each user's voicemail settings: a notification, the message attached as audio, or attached and then removed from the mailbox. When transcription is on, the text is in the email too.
• Missed calls — a note to the user when a call rang their extension and went unanswered (their Send email on missed calls option). A ring-group call a colleague answered is not a missed call, and queue calls are left to the queue's own notifications.
• Received faxes — delivered as documents (fax).
• Queue events — callbacks made, and callbacks that failed (queues).
• Admin alerts — everything configured under Admin → System → Alerts: resource thresholds, trunk failures, security events, backup outcomes, emergency-call notifications.
• Account emails — welcome/credentials messages to new users.

A dedicated sending mailbox (e.g. pbx@yourcompany.com) keeps these out of anyone's personal sent folder and survives staff changes.

Delivery

Messages to one server are sent one at a time (a burst of parallel logins is what makes Gmail answer too many login attempts), a temporary refusal or a dropped connection is retried a few times with a short pause, and a message that still cannot be delivered is recorded as a warning in the system log with the server and subject, so a silent gap is never silent. Send test email on the SMTP page exercises the same path.