Outgoing Email

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Outgoing Email
This page is about the menu {{#fas:cog}} (SETTINGS) ACCOUNT > OUTGOING EMAIL and explains how to send Emails to guests from your own Email address instead of a BookingAutomation Email address.


Sending Account: Choose whether to use the system email server or your own email address to send email.

If you choose your own email address the guest will receive an email confirmation from your email address and you will see sent mails in your outgoing mail folder. You can use your own email service via SMTP or Mailgun, It is also possible to use both, first we will try your SMTP server and if this fails we will try Mailgun. If both fail, the mail will be sent by the system email server.

{{#fas:lightbulb}} If you have entered a property Email address in {{#fas:cog}} (SETTINGS) PROPERTIES > DESCRIPTION, replies from guests to confirmation messages will be sent in cc to the property Email address. If you do not want this do not enter a property Email address.

If you do not use your own email, the guest will receive a booking notification from the system Email address.

The following settings are required if you use your own email address:

Email Address: This is the email address which will send email notifications.

Mail Server: This is the email server which will send your email. For example the gmail server is smtp.gmail.com.

User Name: This is the user name for your email server. This is often your email address.

Password: This is the password for your email server.

Use Encryption: This is the email server encryption setting. For example the gmail server requires SSL.

Port Number: This is the email server SMTP port. This is normally 25 but can be different. For example the gmail server uses 465.

Standard Email Providers

Gmail / Googlemail

You need to create and use an Application Password for the Gmail account because if you try to use your normal Gmail password Google might block the emails from sending and treat them as spam. Google explains how to do this here.

Mail Server: smtp.gmail.com Encryption: SSL Port: 465

If you have a Gmail (Googlemail) G-Suite Account (pro version):

You may need the following settings in Google to allow Email sending via Gmail:

  • Open your Google Admin console (admin.google.com).
  • Under "Signing in to Google," select App Passwords. You may need to sign in. If you don’t have this option, it might be because:
    • 2-Step Verification is not set up for your account.
    • 2-Step Verification is only set up for security keys.
    • Your account is through work, school, or other organisation.
    • You turned on Advanced Protection.

At the bottom,

  • choose Select app and choose the app you are using
  • Select the device and choose the device you’re using and then Generate.
    • Select App – Email
    • Select Device – Other Custom Name
  • In the next window write BookingAutomation and click Generate
  • Copy the generated Password and replace the password you have set in (SETTINGS) ACCOUNT > OUTGOING EMAIL
  • Click SAVE.

Microsoft Live (Hotmail)

{{#fas:exclamation-triangle}} Microsoft live has issues with external systems like BookingAutomation sending email and can block mails, we cannot recommend this system, use at your own risk.

Mail Server: smtp.live.com OR smtp-mail.outlook.com (Check the details from your email service)

Encryption: No

Port: 587 or 25

Set up

BA-Outgoing1.png view large

The system can use your own Email address

BA-Outgoing2.png view large

If you see an error message please check

  • are all entries correct
  • some systems require authentication. Please see "Troubleshooting" (below)

Outgoing3.png view large

Sub accounts can be used to use different outgoing Email addresses for multiple properties in one account.


Mailgun is a mail sending service.

You will need an account at mailgun and can get the Key and Domain values from your mailgun account.

SPF Record

Adding the following SPF record to your sending domain may help delivery of your emails and prevent them being treated as spam. Please refer to your domain register for help adding an SPF record to your domain.

v=spf1 include:mail.bookingautomation.com ~all


Hotmail and other providers might  ask for authentication. Log into your Email account, check your notifications 
or settings and follow the instructions given by your Email provider. If you cannot find them ask your provider 
what you need to do to let third parties like BookingAutomation send Emails through your SMTP server.

Emails are not sending
1. Check if you outgoing E-mail is working by clicking on "Send Test Email". 
2. Check your "Descriptive Sending Email Address", it cannot be a word only. The pop up help for the setting has examples of valid formats.
If E-mail are sending but guests do not receive your E-mails you can use a tool like https://www.mail-tester.com/ to check what the problem might be.