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Learn how to set up your organization’s email system to handle job application notifications automatically and professionally.
This guide covers adding your own custom email domain. Emails will be sent from your own provider. You can use any provider that allows SMTP—the providers mentioned in this guide are just popular examples.

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Why Set Up Your Own Email Provider?

Using your own email provider through SMTP offers several advantages:
  • Professional Branding: Emails come from your organization’s domain
  • Reliable Delivery: Better deliverability rates than generic email services
  • Full Control: Manage all aspects of your email communication
  • Tracking: Monitor email delivery and engagement
  • Scalability: Handle any volume of job applications

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What is SMTP?

SMTP (Simple Mail Transfer Protocol) is the industry standard for sending emails. It’s:
  • Universal: Works with all major email providers
  • Reliable: Proven technology used by millions of organizations
  • Secure: Supports encryption for secure email transmission
SMTP Email Flow

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Supported Email Providers

We support several popular email providers through SMTP:
This is not an exhaustive list. Any email provider that allows SMTP can work. These are just examples.

Resend.com

Modern email API platform with excellent deliverability and simple setup.Resend

Mailchimp

Comprehensive email platform, great for marketing teams with robust analytics.Mailchimp

Sendgrid

Enterprise-grade email service with high-volume capability and advanced analytics.Sendgrid
Loops.so is not currently supported as they don’t offer SMTP services. The providers mentioned above are just examples - any email provider that supports SMTP can work.

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Setting Up Your Email System

1

Access Email Settings

  1. Navigate to your organization’s dashboard
  2. Go to Settings → Email Configuration
  3. Look for the SMTP configuration section
Email Settings
2

Configure SMTP Settings

Enter your email provider’s SMTP details:
  • SMTP Host: Your provider’s SMTP server address
  • SMTP Port: Usually 587 or 465 for secure connections
  • SMTP Username: Your email account username
  • SMTP Password: Your email account password
  • From Email: The email address that will send notifications
  • From Name: The name that appears in recipients’ inboxes
SMTP Configuration
3

Test Your Configuration

  1. Find the “Test Email Configuration” section
  2. Enter a test email address
  3. Click “Send Test Email”
  4. Check your inbox for the test message
Test Email

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How It Works

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Automatic Job Application Notifications

When someone applies to a job posting:
  1. The application is received and processed
  2. An email notification is automatically generated
  3. The job poster receives an email containing:
    • Job title and reference
    • Applicant’s name
    • Application timestamp
    • Link to view full application
    • Applicant’s resume (if attached)
Application Notification

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Email Template

Our standard email template includes:
  • Your organization’s branding
  • Translated automatically to your job board’s language
  • Clear subject line
  • Professional formatting
  • Important application details
  • Direct links to take action
Email Template

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Best Practices

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Setup Recommendations

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Maintenance

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Troubleshooting

  • Verify SMTP credentials
  • Check server ports aren’t blocked
  • Confirm email limits haven’t been reached
  • Use your organization’s domain
  • Set up proper SPF/DKIM records
  • Maintain good sending practices
  • Double-check all SMTP settings
  • Ensure password is current
  • Verify SSL/TLS settings
Need help? Contact our support team for assistance with your email configuration.

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Security

Your email configuration is protected by:
  • Encrypted credential storage
  • Role-based access control
  • Secure SMTP connections