1. Overview
  2. Customer Management Portal
  3. Workspace Management
  4. SMTP Gateway — Workspace Email Configuration

SMTP Gateway — Workspace Email Configuration

Every DashboardFox workspace sends outbound email for scheduled reports, alerts, and system notifications. The SMTP Gateway page in the management portal lets you control how that email is delivered — using the DashboardFox shared gateway, your own mail server, or no email at all.

Who Can Access SMTP Gateway Settings

SMTP Gateway configuration is available to Owners and Members of a workspace. Billing Admins cannot access this page.

Opening the SMTP Gateway Page

  1. Go to the main Workspaces dashboard.

  2. Click the Manage menu on the workspace you want to manage, then select SMTP Gateway.

Understanding the Three Modes

The SMTP Gateway page presents three modes. The currently active mode is indicated with an ACTIVE badge on its card.

Default Gateway

The workspace uses the DashboardFox shared email infrastructure. Outbound emails are sent from reports@mail.dashboardfox.app. This is the default for all new workspaces and requires no configuration.

Custom SMTP

The workspace uses a mail server you provide. Emails are sent from the address you configure, using your own credentials. This is useful if you want outbound email to come from your own domain or if your plan requires it.

Disabled

No outbound email is sent from this workspace. Scheduled reports and alert notifications will not be delivered. Use this option only if email delivery is not needed for the workspace.

Switching Modes

Click the card for the mode you want to switch to. If you are selecting a different mode from the one currently active, a confirmation button will appear below the card description.

Switching to Default Gateway

  1. Click the Default Gateway card.

  2. Click Switch to Default Gateway.

The change is applied asynchronously. The SMTP configuration on your pod will be updated to the DashboardFox shared gateway within a few seconds.

Switching to Disabled

  1. Click the Disabled card.

  2. Click Disable SMTP.

Once disabled, the existing SMTP configuration on your pod is cleared. No email will be sent from the workspace until you switch to a different mode.

Warning: Disabling SMTP will immediately stop all scheduled report delivery and alert notifications for this workspace.

Configuring Custom SMTP

  1. Click the Custom SMTP card.

  2. If a configuration already exists, the current settings (excluding the password) are displayed above the form. Fill in all fields in the form:

    • 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

    • Username — your SMTP account username

    • Password — your SMTP account password

    • Confirm Password — re-enter your password to confirm

    • Use TLS — toggle on if your mail server requires TLS

    • Enable SSL — toggle on if your mail server requires SSL

  3. Before you can save, you must send a successful test email.

Sending a Test Email

A test email must be sent and confirmed successful before the Save SMTP Settings button becomes active. This ensures your credentials and server details are correct before they are applied to the workspace.

  1. Enter a recipient email address in the Send test to field. This defaults to your account email if available.

  2. Click Send Test.

  3. If the test is successful, a green confirmation message appears and the Save button becomes active.

  4. If the test fails, the error from the mail server is shown. Correct the relevant fields and try again.

Note: The password field must be filled in to run a test, even when editing an existing configuration. The current password is never returned from the server for security reasons.

Saving Custom SMTP Settings

Once a test email has been sent successfully and your passwords match, click Save SMTP Settings. The configuration is queued and applied to the pod asynchronously. The mode is set to Custom SMTP immediately.

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