SMTP 101 | Email Intigration

You have a job on your schedule…

  • You go on site
  • You do the job
  • You process the payment
  • You have the customer sign their work order
  • and you email them a signed copy of their invoice

…sounds like a perfect system, right? And it almost is. Almost.

But what if the customer gave you an old email address, or you typed it into their account quickly and missed a letter? They’re not going to receive their invoice, but you’ll have no way of knowing. You need to integrate ServiceMonster with your email account. By integrating ServiceMonster and your business email, you can receive notifications of any bounced emails and, with some email providers, you may even be able to see the body of an email sent through ServiceMonster, by looking into your email account’s sent folder. This extends your paper trail, to further cover you in case of discrepancies.

Basic Tips for SMTP

Basic Tips for SMTP

To Locate SMTP Settings in ServiceMonster 6:

  • Go to Settings (in the Navigator)
  • Select SMTP Settings

WHAT does using SMTP mean?

  • It means that your getting your business emails through your personal server and NOT through ServiceMonster’s large email platform

WHY is that important?

  • Much greater control on input and output
  • Significantly less time dealing with spam and/or unnecessary emails
  • Using SMTP guarantees notification if an important email bounces back or can’t be delivered for some reason

Setting Up SMTP: (Go back to SMTP Settings in ServiceMonster 6)

  • Under SMTP Settings, be sure “For All Emails” is selected
  • Username = the email you want to integrate (ex: example@yahoo.com), Password = password to that email account
  • Under Select SMTP Server, choose your Provider from the drop-down menu (ex: Yahoo, Hotmail, etc.)
  • IF you can’t find your Provider from the list, select Custom Email Provider
  • Google search your Provider’s Server and Port information (ex: Yahoo email’s port numbers) OR see the help article for port and server information (www.servicemonster.net/support/how-do-i-integrate-my-email-with-servicemonster/)
  • Be sure the Enable SSL/TLS box is checked
  • SAVE everything
  • If desired, click Test Server Settings

IF YOU HAVE A GMAIL ACCOUNT:

  • The process is more involved; see the additional options below.
Basic Setup Instructions

Step 1: Open ServiceMonster in a new tab, and sign into your account.

Step 2: Go to your Settings tab, then underneath Set Up click on SMTP Settings

Step 3: We recommend selecting for General Emails Only, otherwise you can sometimes hit your email providers daily or weekly send limit which can then prevent you from sending out important emails to customers.

Step 4:  Enter your information. All of the following information is from our internal testing and research; all settings for server and port should be verified for your email provider. If you have an email provider not listed below, then you’ll need to check what the correct SMTP URL should be. A quick Google search should be able to provide this information.

  • For the SMTP Server, you’ll use whichever one of the following applies:
    • iHost Exchange: smtp.ihostexchange.net
    • Comcast: smtp.comcast.net
    • Office 365: smtp.office365.com
    • Gmail: smtp.gmail.com (Gmail users have extra steps; read how to set up Gmail, either through 2-Step Verification or the No-Phone option)
    • Yahoo: smtp.mail.yahoo.com (Yahoo also has a 2-Step Verification option)
    • AOL: smtp.aol.com (Port 25 or 465)
    • Verizon: smtp.verizon.net (Port 465)
    • AT&T: smtp.mail.att.net (Port 465)
    • Bellsouth: smtp.mail.att.net (Port 465)
    • Live, Hotmail, Outlook: smtp-mail.outlook.com
    • GoDaddy with Outlook: smtpout.secureserver.net (Without SSL – One of the following: 80, 3535, With SSL – 465)
  • For the Port, enter “587” or “465” (without quotation marks) and be sure the checkbox to the right is checked, to enable SSL.
  • Username is your email address (ex. someone@email.com).
  • Password is your email password.

Options: 

  • If you’d like to test the SMTP Server and Port settings, you can click the Test Settings button; this will not check your email address or password validity, it will just check the server and port.
  • If you’d like to update the email address in your Company tab to match the one you’ve just integrated with ServiceMonster, you can check the box next to “Update Company Email”.
  • If you’d like to send a test email to see whether everything is working correctly, enter a different email address to the one you just integrated with ServiceMonster, and click the Send Email button.

Step 4: Be sure to save your custom email settings by clicking on the blue floppy disk icon in the upper left corner.

Gmail Integration - Video Tutorial

Setting Up SMTP for Gmail

Why do you want to set up SMTP and integrate your Gmail account with ServiceMonster 6?

  1. Ease of process! You can send ALL emails directly from the server.
  2. Eliminates any possibility of important emails going to the junk or spam folder (ex: customer confirmations or invoices)
  3. Bypasses the DMARC policy.

Go to Settings (Navigator) > SMTP Settings.

  • Under SMTP Settings, select whether you want General Emails Only or For All Emails
  • General Emails Only = All 1-on-1 email communication (confirmations, invoices, etc.), but NO bulk or marketing emails
  • For All Emails = Includes everything – 1-on-1, bulk and marketing emails
  • Unless you have a business email account and have HIGH DAILY OUTPUT LIMITS, we recommend sticking to General Emails Only

Under Select SMTP Server.

  • Select ‘Gmail’ from the Email Provider drop-down menu
  • Server and Port will auto-fill
  • Select Custom Email Provider if you cannot find yours in the list
  • Google your Server and Port information and fill that in

Under User Settings.

  • The Username is the email you are integrating (ex: noname@gmail.com)
  • To retrieve the Password, follow the steps below

To retrieve the Password under User Settings.

  • Please refer to the training video above (starting at 3:10) for more detailed information
  • Click on Google Account
  • Select ‘Signing in to Google’ (left-hand side)
  • Select 2-Step Verification bar to turn ON
  • Follow the steps
  • Once you’ve turned everything ON, select the ‘Back’ arrow (top left)
  • Scroll down and select ‘App passwords’
  • Follow the steps
  • Select app drop down menu – select Other (Custom Name)
  • Input anything you want into the fill-in box
  • Click Generate and your password should appear

Go back to your ServiceMonster 6 account.

  • Manually type in the password (cannot be copy/pasted!!)
  • Don’t forget to click SAVE
  • If you desire under Optional, send a test email to your account!
Gmail Integration - 2-Step Verification

For Gmail users, the process to set up the integration between email and ServiceMonster is a little more involved. But it’s well worth the effort! You’ll be able to see emails sent through ServiceMonster the same way you’d see any email sent directly through Gmail: in full detail.

Gmail settings section:

To integrate your Gmail account with your ServiceMonster account:

If your 2-Step Verification is already on:

Skip to the App Passwords section, click here.

If your 2-Step Verification is off:

Click on the right arrow next to 2-Step Verification.

Click Start setup

Sign into your account again

Go through the 4-step process:

This process will require you to give Google your phone number, to receive an access code.  Note: If this is an issue for you, you have another option: Gmail No-Phone verification (see below).

Step 1: Enter your phone number, then click on Send Code:

Step 2: Enter the code you received, then click on Verify:

Step 3: Leave the checkbox (“Trust this computer”) checked, then click on Next:

Step 4: Now click on Confirm:

 

  • If you’re offered the option of reconnecting your apps, you can either do it now or later.

You should now be at the 2-Step Verification menu: you’ll see your phone number listed in the Verification Codes tab.

  • Click the App-specific passwords tab
  • Click the button at the bottom, Manage application-specific passwords:

    • Sign in again to verify your identity or view the App Passwords list.

App Passwords section:

At the bottom of the list of current app passwords (the list will be empty if you have just turned on 2-Step Verification for the first time).

  • Click Select app
  • Click Other (Custom name)
  • Give the app a name (ex. ServiceMonster)
  • Click Generate

After a couple of seconds, you’ll be provided with a randomly-generated password, as seen below:

 

ServiceMonster steps:

Step 1: Open ServiceMonster in a new tab, and sign into your account.

Step 2: Go to your Settings tab, then underneath Set Up click on SMTP Settings. Here is where you’ll enter your information, to link your ServiceMonster account with your Gmail account:

 

Step 3:  Enter your information:

  • SMTP Server: smtp.gmail.com
  • Port: 587
  • Username is your email address (ex. someone@gmail.com).
  • Password is the 16-digit randomized password Gmail just gave you.

Options:

  • Test the SMTP Server and Port setting:
    • Click the Test Settings button
    • This will not check your email address or password validity, it will just check the server and port.
  • Update the new email address to your Company tab:
    • Check the box next to Update Company Email
  • Send a test email:
    • Enter a different email address to the one you just integrated with ServiceMonster
    • Click the Send Email button

Step 4: Be sure to save your custom email settings by clicking on the blue floppy disk icon in the upper left corner.

And now you’re all set! Any email you now send from ServiceMonster will be sent from your Gmail account and will save a copy of the email in the Sent Mail folder, just as any other email would. You’ll be able to see what you sent your customer, you can resend it if necessary, and you’ll receive a notification if any email does not go through.

More Options:

If you’d like more information on Two-Step Verification, and more options for using it with your account, Google Help has some resources available to you:

Gmail Integration - no phone number option

For Gmail users, the process to set up the integration between email and ServiceMonster is a little more involved. There’s the option to integrate via 2-Step Verification (above)…but that requires giving Gmail your phone number, to be texted a confirmation number, and for some people, this level of access is a deal-breaker.

You have another option.

You can integrate Gmail and ServiceMonster by manually allowing access to your Gmail account. And it’s well worth the effort! You’ll be able to see emails sent through ServiceMonster the same way you’d see any email sent directly through Gmail: in full detail.

Step 1: Go to Gmail’s Security Settings (you’ll need to be signed into your Gmail account). On the left, in the My Account column, click on “Connected apps & sites”.

Step 2: In the lower right corner of your screen, you’ll see “Allow less secure apps”, which will likely be set to “OFF”. If you’d like to allow ServiceMonster to integrate with your Gmail account without having to give Gmail your phone number, you’ll need to turn this to “ON”. Here is the security disclaimer, straight from Google:

Some non-Google apps and devices use less secure sign-in technology, which could leave your account vulnerable. You can turn off access for these apps (which we recommend) or choose to use them despite the risks.

This is the standard level of granting access to third-party software, which most email providers allow by assumption when you attempt to integrate with another program. The only difference with Gmail requesting that you manually verify your intent is an attempt at being forthright: they want their customers to understand, specifically, what they are allowing. Yes, integrating a third party is less secure than not doing so, but allowing ServiceMonster to integrate with your Gmail account does not put your account at any significant risk.

Step 3: Open ServiceMonster in a new tab, and sign into your account.

Step 4: Go to your Settings tab, then underneath Set Up click on SMTP Settings. Here is where you’ll enter your information, to link your ServiceMonster account with your Gmail account:

Step 5: Enter your information

  • For the SMTP Server, you’ll use “smtp.gmail.com” (without the quotation marks).
  • For the Port, enter “587” (also without quotation marks).
  • Username is your email address (ex. someone@gmail.com).
  • Password is your Gmail password.

Options:

  • If you’d like to test the SMTP Server and Port settings, you can click the Test Settings button; this will not check your email address or password validity, it will just check the server and port.
  • If you’d like to update the email address in your Company tab to match the one you’ve just integrated with ServiceMonster, you can check the box next to “Update Company Email”.
  • If you’d like to send a test email to see whether everything is working correctly, enter a different email address to the one you just integrated with ServiceMonster, and click the Send Email button.

Step 6: Be sure to save your custom email settings by clicking on the blue floppy disk icon in the upper left corner.

And now you’re all set! Any email you now send from ServiceMonster will be sent from your Gmail account and will save a copy of the email in the Sent Mail folder, just as any other email would. You’ll be able to see what you sent your customer, you can resend it if necessary, and you’ll receive a notification if any email does not go through.

It's a LAW!! Add an Unsubscribe Link to your Marketing templates

If you are set up with SMTP (to utilize your own email) then you will need to add an Unsubscribe link at the bottom of your emails. It’s actually a law!

If you are using the default system email (where we send it on your behalf) you can skip down to the bottom of this lesson to see how that works.

Adding an Unsubscribe link to your emails when using SMTP

Step 1: Go to Settings> Templates> Marketing Templates.

Step 2: Select an existing or create a New Document

Step 3: Type and/or Select the text you want to use as a hyperlink

Step 4: Click on the “Add Hyperlink” icon

Step 5: Enter the URL. This should be mailto: followed by your email address and the subject keyword to unsubscribe or remove.  Sample: mailto:yourlist@yourdomain.tld?subject=remove

A click on the linked to link in the email and the mailto: link will open the recipient’s mail client with preset recipient and subject.

If you are using our default email settings, then we will provide an unsubscribe link on every email sent through the marketing system. It will look like this example below:

 

 

 

 

 

 

 

 

Alternative Gmail/ G Suite Settings. Use if you have a custom domain hosted by Google

SMTP settings for those that have a  custom domain email hosted by Google will need to utilize the following support articles from google.

Gmail personal settings:

https://support.google.com/accounts/answer/6010255?hl=en

G suites app access settings:

https://support.google.com/a/answer/6260879

SMTP Email Sending Limits and Options

SMTP may limit the number of emails you can send each day

Every outgoing SMTP mail server is guided by a provider’s email policy which includes hourly and/or daily email send limits. This policy will ultimately determine how many emails you can send each day. You can find a list of the hourly and daily send limits for most of the major ISPs, web hosting companies and Free email address providers below.

If you try to send more email than the hourly or daily email sending limits of your mail server, you will notice errors being returned after the specified quota is met, saying something along the lines of:

you have reached your daily sending quota…

If you surpass the daily SMTP email sending limits of your provider, you will generally have to wait 24 hours before you can send more email through that particular server.

See a list of common SMTP limits in the next section

What can you do if your mail server has limits that don’t support the size of your mailing list?

If your current outgoing SMTP email server does not support your email list size or sending frequency, you have a variety of options:

1. Contact the host of your outgoing SMTP mail server(s) and ask if they have a business account that lets you send more emails each day to support your business.

2. Find a web hosting company who has daily email sending limits that meet your needs.

3. Setup your own MS Exchange Server and configure it for SMTP email delivery.

4. Instead of sending through the system, run your campaigns and select the export option to send through a third-party. Some options are MailChimpVirticalResponse and ConstantContact.

So, while ServiceMonster allows you to send and manage email lists of unlimited size; the success of email delivery to large groups is ultimately dependent upon the sending limits set forth in the email sending policy of the SMTP mail server you are using.

List of Email Sending Limits

ISP Email Sending Limits

Comcast Email Sending Limit

– Residential customers: 1,000 emails per day
– Business customers: 24,000 emails per day
– 10mb per email limit
Comcast email sending guidelines

Verizon Email Sending Limit

– 100 recipients per email (Bcc:)
– 500 emails per hour
Verizon email sending guidelines

AT&T Yahoo Email Sending Limit

– 100 recipients per email (Bcc:)
– 20mb per message
AT&T Yahoo email sending guidelines

BellSouth Email Sending Limit

– Open to the discretion of BellSouth
– Senders should contact with requirements
– 10mb per message
BellSouth email sending guidelines

RoadRunner Email Sending Limit

– 1,000 emails per day (per IP)
– 5mb per message
RoadRunner email sending guidelines

Earthlink Email Sending Limit

– 1,000 recipients per day
Earthlink email sending guidelines

Cox Email Sending Limit

– No limits published by Cox.
Cox email sending guidelines

Cox states that “Specific email sending limits are not published because they vary from time to time depending on a variety of factors”. Senders are advised to contact Cox prior to sending high volume email campaigns.

Optimum (Cablevision) Online Boost or Online for Business Email Sending Limit

– 50 recipients per message (Bcc:)
– 20mb per message
Optimum (Cablevision) email sending guidelines

Charter Email Sending Limit

– 50 emails per hour
– 10mb per message
Charter email sending guidelines

Web Hosting Provider Email Sending Limits

GoDaddy Email Sending Limit

– 250 emails per day
– Option to purchase additional GoDaddy SMTP relays
– 30mb per message
GoDaddy email sending guidelines

LunarPages Email Sending Limit

– 200 emails per hour on shared Windows environment
– 400 emails per hour on shared Linux environment
– Also offer a dedicated email server plan with no limits
LunarPages email sending guidelines

RackSpace Email Sending Limit

– No limits for messages complying with the RackSpace Acceptable Use Policy.

iPowerWeb Email Sending Limit

– 500 emails per hour
– 5,000 emails per day
– 25mb per message
iPowerWeb email sending guidelines

1and1 Email Sending Limit

– 1 message ever minute with a 10 second pause between messages.
– or use Bulk Send Mode in GroupMail – 1 message with 55 recipients every minute.
1and1 Email Sending Limit

APlus Email Sending Limit

– 500 emails per 30 minutes
– 20mb per message
APlus email sending guidelines

Bluehost Email Sending Limit

– 500 emails maximum per hour
– Contact Bluehost to arrange for extension on the default limit
– 10mb per message
Bluehost email sending guidelines

Homestead Email Sending Limit

– 10 emails per second
Homestead email sending guidelines

Free Email Provider Email Sending Limits

Google Gmail Email Sending Limit

– 500 emails per day when sending from their web interface
– 100 emails per day when sending from a desktop email client
– 10mb per message
Gmail email sending guidelines

Windows Live Hotmail Email Sending Limit

– 100 emails per day
– 10mb per message
Windows Live Hotmail email sending guidelines

Yahoo Email Sending Limit

– 100 emails per hour
– 10mb per message for Yahoo
– 20mb per message for Yahoo Plus
Yahoo email sending guidelines

AOL Email Sending Limit

– 100 recipients per email (Bcc:)
– 500 emails per connection
– 16mb per message
AOL email sending guidelines