The Email module provides a complete email system with per-tenant SMTP configuration, campaign management, template design, and IMAP integration for reading external email accounts. It powers automated notifications and CRM email campaigns under your own domain.
Overview
The Email module has two main capabilities: outbound email (campaigns, notifications, transactional emails via SMTP) and inbound email (reading external inboxes via IMAP with OAuth for Google and Microsoft). It integrates with every module that sends email — invoices, meeting invitations, leave notifications, and CRM campaigns.
Getting Started
Navigate to Communication → Email in the sidebar.
Prerequisites
- SMTP Configuration: Must be set up in Settings before sending emails. Configure your SMTP server, port, username, password (encrypted with AES-256-GCM), and from address.
- IMAP (optional): For reading external emails, configure IMAP settings per user. Google and Microsoft support OAuth-based authentication.
Core Concepts
Per-Tenant SMTP
Each tenant configures their own SMTP server. This means emails are sent from your domain (e.g., @yourcompany.com), not from Recentriq. SMTP passwords are encrypted at rest.
Email Campaigns
Bulk emails sent to client lists with template-based design. Track delivery, opens, and clicks. Campaigns are queued and processed by a background worker.
IMAP Integration
Connect external email accounts to read and manage emails within Recentriq. Supports OAuth for Google (Gmail) and Microsoft (Outlook/Exchange).
Features
Campaign Management
Create email campaigns with custom templates. Select recipients from client lists. Schedule or send immediately. Track delivery status.
Template Design
Design reusable email templates with HTML and variable substitution (client name, company, dates, etc.). Templates are stored per tenant.
Background Worker
Email campaigns are processed by a background worker (triggered via cron). This prevents large sends from blocking the application. The worker handles retries and logs delivery status.
Inbound Email (IMAP)
Read emails from external accounts directly in Recentriq. Supports multiple accounts per user. Emails can be linked to client records or converted to leads.
Workflows
Setting Up Outbound Email
- Go to Settings and configure SMTP: server, port, username, password, from address
- Test the connection to verify emails can be sent
- Create email templates for common communications
- Send campaigns or individual emails
- Monitor delivery in the Email module
Connecting an External Inbox
- Go to Email settings and add an IMAP account
- For Google: authenticate via OAuth
- For Microsoft: authenticate via OAuth
- For other providers: enter IMAP server, port, username, password
- Inbox appears and emails are synced
Best Practices
- Always test SMTP configuration after setup — a typo in the server address will silently fail
- Use templates for repeatable emails (invoices, welcome messages) to maintain consistency
- Donʼt send large campaigns during peak business hours
- Monitor the email worker logs for delivery failures
- Use OAuth for Gmail/Outlook IMAP — itʼs more secure than password-based auth