Email Sender Configuration Guide

Overview

MangoApps sends emails from different applications across your organization - recruiting notifications, performance reviews, scheduling alerts, and more. This guide explains how to configure email sender names and addresses to match your organization’s branding and communication preferences.

Who this is for: Business Administrators, System Administrators

Prerequisites: Administrative access to General Settings

Understanding Email Suites

MangoApps organizes email notifications into suites based on the application area. Each suite has a default sender name and email address:

Suite	Default Sender	Apps/Features
Recruiting	MangoApps Recruiting recruiting@workforce.mangoapps.com	Job Board, Offer Manager, Interview Scheduler, Reference Checks, Assessments
Performance	MangoApps Performance performance@workforce.mangoapps.com	EPMS, OKR Hub, 360 Feedback, Development Plans, Performance Reviews
Operations	MangoApps Operations operations@workforce.mangoapps.com	Shifts, On-Call, Leave Management, Asset Pro, Scheduling
Payroll	MangoApps Payroll payroll@workforce.mangoapps.com	Payroll Reports, Contracts, Timesheets
Analytics	MangoApps Analytics analytics@workforce.mangoapps.com	Analytics Alerts, Issue Reports, Tasks
Security	MangoApps Security security@workforce.mangoapps.com	Compliance, HR Alerts, Security Notices
Platform	MangoApps Notifications notifications@workforce.mangoapps.com	General notifications, System alerts, Release notes

Email Branding Options

MangoApps offers three levels of email customization:

Option 1: Standard (Default)

Emails are sent using MangoApps branding with suite-specific sender names.

Example:

• From: MangoApps Recruiting <recruiting@workforce.mangoapps.com>
• Subject: [Recruiting] Offer Accepted: John Smith - Software Engineer

Best for: Organizations that prefer MangoApps branding or don’t need custom email sender names.

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Option 2: Custom Sender Name

Customize the sender name while still using MangoApps email infrastructure (@workforce.mangoapps.com addresses).

Example (with custom name “Acme Corp”):

• From: Acme Corp Recruiting <recruiting@workforce.mangoapps.com>
• Subject: [Recruiting] Offer Accepted: John Smith - Software Engineer

How to Configure:

1. Navigate to Admin → General Settings → Email Settings
2. In the Email Sender Configuration section, find Custom Sender Name
3. Enter your organization’s name (e.g., “Acme Corp” or “TechStart HR”)
4. Click Save Changes

Best for: Organizations that want branded emails without managing email infrastructure.

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Option 3: Custom SMTP Server

Use your own email domain and SMTP server for complete control over email delivery.

Example (with custom SMTP):

• From: Acme Corp Recruiting <recruiting@acmecorp.com>
• Subject: [Recruiting] Offer Accepted: John Smith - Software Engineer

How to Configure:

1. Navigate to Admin → General Settings → Email Settings
2. Enable Use Custom SMTP Server
3. Enter your SMTP server details:

Field	Description	Example
SMTP Server Address	Your SMTP server hostname	smtp.sendgrid.net or smtp.office365.com
SMTP Port	Server port (587 for TLS, 465 for SSL)	587
SMTP Username	Authentication username	apikey or user@domain.com
SMTP Password	Authentication password/API key	(stored encrypted)
Your Email Domain	Domain for sender addresses	acmecorp.com
Authentication Method	SMTP auth method	plain (most common)

1. Click Save Changes
2. Use Send Test Email to verify configuration

Supported SMTP Providers:

• SendGrid
• Amazon SES
• Microsoft 365 / Office 365
• Google Workspace (Gmail)
• Mailgun
• Postmark
• Any standard SMTP server

Best for: Organizations that need emails from their own domain, have compliance requirements, or want full control over email delivery.

How Email Sender Resolution Works

MangoApps uses a 3-tier priority system to determine the email sender for each message:

┌─────────────────────────────────────────────────────────────┐
│                    TIER 1 (Highest Priority)                │
│              Business Custom SMTP Server                     │
│  If enabled, emails use your SMTP server and domain         │
│  Example: "Acme Corp Recruiting <recruiting@acmecorp.com>"  │
└─────────────────────────────────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│                         TIER 2                               │
│               Business Custom Sender Name                    │
│  If set, uses your name with MangoApps email addresses       │
│  Example: "Acme Corp Recruiting <recruiting@workforce.mangoapps.com>"  │
└─────────────────────────────────────────────────────────────┘
                           │
                           ▼
┌─────────────────────────────────────────────────────────────┐
│                    TIER 3 (Default)                          │
│                  MangoApps Standard                           │
│  Uses default MangoApps branding and email addresses         │
│  Example: "MangoApps Recruiting <recruiting@workforce.mangoapps.com>"   │
└─────────────────────────────────────────────────────────────┘

Email Subject Line Tags

All emails include an app tag in the subject line to help recipients identify the source:

App	Subject Tag Example
OKR Hub	[OKR Hub] Your Weekly OKR Summary
EPMS	[EPMS] Performance Review Due
Recruiting	[Recruiting] New Candidate Application
Offer Manager	[Offer Manager] Offer Sent to Candidate
On-Call	[On-Call] Team Activated
Payroll	[Payroll] Report Ready
360 Feedback	[360 Feedback] Feedback Request

These tags are automatically added and cannot be customized.

Testing Your Configuration

After configuring email settings, always test to ensure emails are delivered correctly:

1. Navigate to Admin → General Settings → Email Settings
2. Click Send Test Email in the Quick Actions panel
3. Enter a test email address
4. Optionally customize the subject and message
5. Click Send Test Email
6. Check the recipient inbox (and spam folder) for the test email
7. Verify the sender name and address appear correctly

Common SMTP Configuration Examples

SendGrid

Server: smtp.sendgrid.net
Port: 587
Username: apikey
Password: [Your SendGrid API Key]
Authentication: plain

Amazon SES

Server: email-smtp.[region].amazonaws.com
Port: 587
Username: [Your SMTP Username]
Password: [Your SMTP Password]
Authentication: login

Microsoft 365

Server: smtp.office365.com
Port: 587
Username: [Your M365 Email]
Password: [Your M365 Password or App Password]
Authentication: login

Google Workspace

Server: smtp.gmail.com
Port: 587
Username: [Your Google Email]
Password: [App Password - requires 2FA enabled]
Authentication: login

Troubleshooting

Emails Not Being Received

1. Check spam/junk folders - Test emails may be filtered
2. Verify SMTP credentials - Ensure username and password are correct
3. Check SMTP port - Some networks block port 25; use 587 instead
4. Verify email domain - Ensure your domain has proper SPF/DKIM records

Sender Name Not Appearing Correctly

1. Clear browser cache - Refresh the settings page
2. Wait for propagation - Changes may take a few minutes to apply
3. Check for typos - Review your custom sender name entry

Custom SMTP Connection Failures

1. Test SMTP credentials - Use a tool like Swaks or Telnet to verify
2. Check firewall rules - Ensure your SMTP port is not blocked
3. Verify authentication method - Try “plain” or “login” authentication
4. Contact your SMTP provider - They may have specific requirements

Security Considerations

• SMTP passwords are encrypted - Credentials are stored securely in the database
• Use TLS/SSL - Always use ports 587 (TLS) or 465 (SSL) for secure transmission
• Limit SMTP access - Configure your SMTP provider to only allow your server IP addresses
• Regular rotation - Periodically rotate SMTP credentials for security

Frequently Asked Questions

Q: Will changing email settings affect past emails?
A: No, changes only affect new emails sent after the configuration update.

Q: Can I use different sender names for different apps?
A: Currently, the custom sender name applies organization-wide. Individual app names (like “Recruiting” or “Performance”) are automatically appended to your custom name.

Q: Do I need to set up DNS records for custom SMTP?
A: If using your own domain, you should have SPF, DKIM, and DMARC records configured for best deliverability. Consult your SMTP provider’s documentation.

Q: Can I disable emails for specific apps?
A: Email settings are currently organization-wide. Contact support for app-specific email control options.

Q: How do I know which suite an email belongs to?
A: The subject line tag (e.g., [Recruiting], [EPMS]) indicates the app, and the sender name indicates the suite.

Related Topics

• General Settings Overview
• Business Settings Configuration
• Notification Preferences