1. Overview
  2. Admin Guide
  3. Settings
  4. Configuring Your SMTP Mail Settings

Configuring Your SMTP Mail Settings

DashboardFox sends outbound email for scheduled reports, alert notifications, and other system messages. The Mail Settings tab lets you control how that email is delivered — using the DashboardFox shared gateway, your own mail server, or no email at all.

To access Mail Settings, go to Settings → Scheduler → Mail Settings.

Note: Mail Settings are only accessible to DashboardFox administrators. If you do not see the Settings menu, contact your administrator.

Understanding the Three Modes

The Mail Settings tab shows three options. The mode currently active on your workspace is indicated with an ACTIVE badge.

Default Gateway

Your workspace sends email through the DashboardFox shared mail infrastructure. Emails are delivered from reports@mail.dashboardfox.app. This is the default for all workspaces and requires no setup.

Custom SMTP

Your workspace sends email through a mail server you provide, using your own credentials and sender address. Use this option if you want outbound email to come from your own domain.

Disabled

No outbound email is sent. Scheduled reports and alert notifications will not be delivered while this mode is active.

Switching to the Default Gateway

If your workspace is currently using Custom SMTP or has email disabled, you can switch back to the DashboardFox shared gateway:

  1. Click the Default Gateway card.

  2. Click Switch to Default Gateway.

The change takes effect within a few seconds. Emails will begin sending from reports@mail.dashboardfox.app.

Disabling Email

To stop all outbound email from your workspace:

  1. Click the Disabled card.

  2. Click Disable SMTP.

Warning: Disabling SMTP stops all scheduled report delivery and alert notifications immediately. Re-enable by selecting a different mode.

Setting Up Custom SMTP

  1. Click the Custom SMTP card.

  2. If a configuration is already in place, the current settings (excluding your password) are shown above the form for reference.

  3. Fill in the following fields:

    • SMTP Host — the hostname of your mail server (e.g. smtp.yourdomain.com)

    • Port — typically 587 for TLS or 465 for SSL

    • From Address — the email address that will appear as the sender on outgoing messages

    • Username — your SMTP account username

    • Password — your SMTP account password

    • Confirm Password — re-enter your password to confirm it matches

    • Use TLS — enable if your mail server requires TLS

    • Enable SSL — enable if your mail server requires SSL

Sending a Test Email

You must send a successful test email before you can save your configuration. This confirms your settings are correct before they are applied.

  1. Enter a recipient address in the Send test to field.

  2. Click Send Test.

  3. If the test succeeds, a confirmation message appears and the Save SMTP Settings button becomes active.

  4. If the test fails, the error returned by your mail server is displayed. Review your settings and try again.

Note: You must enter your password each time you test or save, even when updating an existing configuration. Passwords are never returned from the server.

Saving Your Settings

Once a test email has been sent successfully and both password fields match, click Save SMTP Settings. Your configuration is applied to the workspace and the mode is updated to Custom SMTP.

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