Email Configuration

Overview

The Email section lets you configure how Straightline sends emails on your behalf — both transactional messages and bulk campaigns to contacts. You can connect your own SMTP server for full control over deliverability, and create reusable templates for common messages.

SMTP Settings

Connecting Your SMTP Server

Go to Organization Settings → Email and enter your SMTP credentials:

• Host — your SMTP server address (e.g., smtp.gmail.com, smtp.sendgrid.net)
• Port — typically 587 (TLS) or 465 (SSL)
• Username — your SMTP username or email address
• Password — your SMTP password or API key
• From Name — the display name recipients see (e.g., "Acme Sales")
• From Email — the sender address (must be authorized on your SMTP provider)

Testing Your Configuration

After saving, click Send Test Email. Straightline will send a test message to your account email. If it arrives, your configuration is working. If not, double-check your credentials and that your SMTP provider allows the connection.

Common SMTP Providers

Provider	Host	Port
Gmail	smtp.gmail.com	587
SendGrid	smtp.sendgrid.net	587
Mailgun	smtp.mailgun.org	587
Outlook	smtp.office365.com	587

For Gmail, you must use an App Password rather than your account password if 2FA is enabled.

Email Templates

What are Templates?

Email templates are reusable message structures. Instead of writing the same email every time, you create a template once and use it when sending to contacts. Templates support variables that are replaced with real data when sending.

Available Variables

Variable	Replaced with
{{name}}	Contact's full name
{{email}}	Contact's email address
{{company}}	Contact's company name

Creating a Template

1. Go to Organization Settings → Email Templates.
2. Click Create Template.
3. Enter a subject and body. Use variables where you want personalized data.
4. Preview the template to see how it will look with sample data.
5. Save. The template is now available when composing emails to contacts.

Editing and Deleting Templates

Click any template to edit it. Edits apply to future sends only — emails already sent are not affected. Deleting a template removes it from the template picker but does not affect sent messages.

Tips

• Always send a test email after any SMTP change, even minor ones.
• Use a dedicated transactional email service (SendGrid, Mailgun) rather than a personal Gmail account for better deliverability.
• Keep template names descriptive — "Initial Follow-up" is more useful than "Template 3".
• Include an unsubscribe note in bulk email templates even if you are not legally required to — it reduces spam complaints.