When you enable this feature, all system emails sent from your platform — such as welcome messages to new affiliates and advertisers, user invitations, and approval notifications — will be delivered through your email server. This means your emails will appear to come from your own domain, maintaining consistent branding throughout your communication.
How to set it up
To configure your custom SMTP server, navigate to Settings → Integrations and provide the following information:
Server connection
SMTP server host: the address of your mail server (for example, smtp.yourcompany.com). This is the server that will handle sending your emails.
Port: the port your server uses for outgoing mail. The most commonly used port is 587, which is set by default.
Authentication
Username: your email server login username, which is often your full email address.
Password: the password for your email server account.
Sender information
From name: the name that will appear as the sender of your emails. By default, this is set to your company name, but you can customize it.
From email: the email address your recipients will see as the sender. This should be an email address from your domain (for example, [email protected]).
Test SMTP configuration
Before you can save the SMTP configuration, you must send a successful test email. This validates the connection so a broken configuration doesn't silently break all outgoing emails after saving.
Enter a recipient email address and click Send test email. Trackdesk sends a test message through the SMTP settings you've entered, then reports one of three outcomes:
Test email sent successfully: the SMTP connection is valid. The Save button becomes available.
Could not reach the SMTP server. Verify the host and port.: the connection failed. Re-check the host, port, username, and password, then test again.
Settings changed since the last test. Re-test to enable saving.: any change to the SMTP fields after a successful test invalidates it. Send another test before saving.
Email types
Once configured, your custom SMTP server will handle these types of emails:
Welcome messages when new affiliates are approved or pending approval.
Welcome messages when new advertisers are approved or pending approval.
Invitations for new users to join your platform.
Email messages for affiliates and advertisers.
Email notifications.
Limits and requirements
Usernames and passwords are limited to 255 characters.
Sender names are limited to 255 characters.
Port numbers must be between 1 and 65,535.
The system requires your SMTP server to support secure connections using TLS encryption. This keeps your email communications private and secure. The From email address must be a properly formatted email address that your server is authorized to send from.
Fallback behavior
If your custom SMTP server becomes unavailable or the configuration has an issue, the system automatically falls back to Trackdesk's default email service. This ensures your important emails continue to be delivered even if there's a temporary problem with your server.