SMTP Settings

Configure your email settings to send booking confirmations, reminders, and admin notifications to your customers and team.

Accessing SMTP Settings

1. Log in to your BeSeat account
2. Navigate to Settings → SMTP
3. Enter your SMTP configuration details in the required fields
4. Click Save SMTP Settings to save your configuration

Note: Only account owners and administrators can access SMTP settings. Staff members do not have permission to view or modify these settings.

SMTP Configuration

Required Information

You’ll need the following information from your email provider. All fields are required:

• SMTP Host - Your email provider’s server address (e.g., smtp.gmail.com)
• SMTP Port - The port number for email connections (your email provider will specify this)
• SMTP Username - Your email address
• SMTP Password - Your email password or app-specific password
• Encryption - Select TLS or SSL encryption method (TLS is recommended for most providers)

Common Email Provider Settings

Gmail

• SMTP Host: smtp.gmail.com
• SMTP Port: Check Gmail’s documentation for the current port number
• Encryption: TLS (recommended) or SSL
• Note: You’ll need to use an app-specific password instead of your regular Gmail password. Check Gmail’s help documentation for how to create one.

Outlook / Microsoft 365

• SMTP Host: smtp.office365.com
• SMTP Port: Check Microsoft’s documentation for the current port number
• Encryption: TLS
• Note: Use your full email address as the username

Yahoo Mail

• SMTP Host: smtp.mail.yahoo.com
• SMTP Port: Check Yahoo’s documentation for the current port number
• Encryption: TLS (recommended) or SSL
• Note: You may need to generate an app-specific password in your account settings

Custom Email Server

If you’re using a custom email server or hosting provider:

1. Contact your hosting provider or IT administrator for email server settings
2. They will provide you with the host, port, and encryption method
3. Use the settings they provide

From Address

The “From Address” field is automatically set to your company’s email address and cannot be changed manually. This is the email address that will appear in the “From” field of emails sent to your customers. The field will display “Not set” if your company email address hasn’t been configured yet.

Testing Your SMTP Settings

After entering your SMTP configuration:

1. Ensure your From Address is set (it should show your company email address, not “Not set”)
2. Click the Test Mail button next to the From Address field
3. A test email will be sent to your company email address
4. Check your inbox to confirm the email was received successfully

Note: The Test Mail button is disabled if your From Address is not set. Make sure your company email address is configured first.

If the test fails:

• Verify all SMTP settings are correct
• Check that your email provider allows SMTP access
• Ensure you’re using an app-specific password if required
• Check your firewall or network settings aren’t blocking SMTP connections

Admin Notification Settings

Configure how you receive notifications about bookings:

Booking Notifications

Enable “Send notification email for each new booking” to receive an email every time a customer makes a booking. This helps you stay informed about new reservations in real time.

Daily Booking Summary

Enable “Send daily booking summary” to receive a daily email with all bookings for the day. This is useful for:

• Reviewing the day’s schedule at a glance
• Sharing booking information with team members
• Planning staff allocation

When enabled, a new field will appear: “Daily summary recipient emails (comma-separated)”. Enter the email addresses (separated by commas) that should receive the daily summary:

owner@example.com, manager@example.com, reception@example.com

Note: The daily summary recipient emails field is required when daily booking summary is enabled. All email addresses must be in valid format.

Why SMTP Configuration is Important

Without proper SMTP configuration:

• ❌ Customers won’t receive booking confirmation emails
• ❌ Reminder emails won’t be sent
• ❌ You won’t receive admin notifications
• ❌ Email-based features will not work

With proper SMTP configuration:

• ✅ Customers receive instant booking confirmations
• ✅ Automated reminder emails are sent
• ✅ You receive notifications for new bookings
• ✅ Daily summaries keep your team informed

Security Best Practices

1. Use App-Specific Passwords - For Gmail and other providers, use app-specific passwords instead of your main account password
2. Enable Encryption - Always use TLS or SSL encryption
3. Keep Credentials Secure - Never share your SMTP credentials
4. Regular Updates - Update your password if you suspect any security issues

Troubleshooting

”Failed to send test mail” Error

• Check credentials - Verify username and password are correct
• Verify port and encryption - Ensure port and encryption settings match your email provider’s requirements
• Check network settings - Some networks may block email connections
• Try different encryption - Switch between TLS and SSL if one doesn’t work

Emails Not Being Received

• Check spam folder - Emails might be filtered as spam
• Verify “From Address” - Ensure your company email is correctly configured
• Test SMTP connection - Use the Test Mail button to verify settings
• Check email provider limits - Some providers limit the number of emails per day

App-Specific Password Required

Many email providers (especially Gmail) require app-specific passwords for SMTP access:

• Gmail: Create App Password
• Yahoo: Generate app password in account security settings
• Microsoft: Use app password if two-factor authentication is enabled

Next Steps

• Configure business hours
• Set up booking items
• Integrate your booking widget

Need Help?

If you’re having trouble configuring SMTP settings:

• Contact our support team
• Check your email provider’s SMTP documentation