Overview:
The Email (SMTP) Configuration module is part of the System Settings section of the HRMS Portal. It allows authorised administrators to connect the HRMS Portal to an external mail server so that the system can send automated emails — such as leave notifications, asset assignment confirmations, and other HR-related communications — to employees and stakeholders.
Administrators can add, view, and manage one or more SMTP configurations. Each configuration specifies the outgoing mail server details, credentials, encryption method, and the sender identity that will appear on all system-generated emails.
This guide covers the complete process for navigating to the Email Setting screen, understanding the SMTP listing table, and adding a new SMTP configuration.
Section 1: Accessing System Settings
After logging in to the HRMS Portal using your credentials, you will land on the main Dashboard. Follow the steps below to navigate to the System Settings area where the Email (SMTP) configuration is managed.
1. Log in to the HRMS Portal using your administrator credentials.
2. After successful login, you will land on the main Dashboard.
3. On the left-hand sidebar, scroll down to locate System Settings.
4. Click on System Settings to expand the sub-menu. The expanded menu will display the following items: Roles & Permissions, System Setting, and Email Templates.
5. Click on System Setting (highlighted in the screenshot below) to open the System Settings configuration page.
📜 Note: Only users with Administrator or HR Manager roles will be able to see and access the System Settings section. If you cannot see this menu item, contact your system administrator to verify your role and permissions.
Section 2: Email Setting Tab
Once you are inside System Settings, the left panel displays all available configuration categories. To reach the SMTP configuration screen:
6. In the left panel of System Settings, you will see the following options: General Settings, Organization Chart, Branding, Theme Customizer, and Email Setting.
7. Click on Email Setting (highlighted in the screenshot below). The main content area on the right will update to display the SMTP Setting page.
2.1. SMTP Setting Page – Table Columns
The SMTP Setting page displays a table that lists all saved SMTP configurations. When no configurations have been added yet, the table will show a 'No data available' message as shown in the screenshot above. The table contains the following columns:
Column | Description | Example |
Mail Host | The domain address of the outgoing mail server. | smtp.gmail.com |
Port | The network port used for sending emails. | 587 |
Username | The email account used to authenticate with the mail server. | hr@example.com |
Status | Indicates whether this SMTP configuration is Active or Inactive. | Active |
Actions | Toggle button to activate/deactivate the configuration, and a pencil icon to edit the saved settings. | Toggle / Edit |
2.2. Managing a Saved SMTP Configuration
Once an SMTP configuration has been saved, it will appear as a row in the SMTP Setting table. Each row provides two action buttons in the Actions column, as shown below:
Button | Icon | Description |
Activate / Deactivate | Toggle switch | Click the toggle button to switch the configuration between Active and Inactive states. An Active configuration is used by the system to send emails. An Inactive one is saved but not used. |
Edit | Pencil icon | Click the pencil icon to open the Edit SMTP Settings form, pre-populated with the existing configuration details. Update the required fields and click Save to apply changes. |
📜 Note: Only one SMTP configuration should be set to Active at a time. If you add multiple configurations, ensure only the intended one is toggled Active, and set all others to Inactive.
Section 3: Adding a New SMTP Configuration
To allow the HRMS Portal to send automated emails, you must add at least one SMTP configuration. Follow the steps below.
3.1. Clicking the Add SMTP Setting Button
8. On the SMTP Setting page, locate the top-right area of the table.
9. Click the + Add SMTP Setting button as shown below.
10. A modal dialog titled Add SMTP Settings will open on screen.
3.2. The Add SMTP Settings Form
After clicking the button, the following form will appear:
3.2.1. Form Fields Reference
Complete all required fields as described in the table below:
Field | Required | Description |
Driver | No | The mail driver used to send emails. Defaults to SMTP. Leave this as SMTP unless your mail provider requires otherwise. |
Status | No | Sets whether this configuration is Active or Inactive. An Active entry will be used by the system to send emails. Default is Active. |
Mail Host * | Yes | The hostname of your outgoing SMTP server. Provided by your email service provider. Example: smtp.gmail.com or mail.yourdomain.com. |
Port * | Yes | The port number for SMTP communication. Common values: 587 (TLS – recommended), 465 (SSL), 25 (plain, typically blocked by ISPs). |
Encryption | No | The encryption method for the mail connection. Options: TLS (recommended), SSL, or None. Default is TLS. |
Username * | Yes | The email address or username for authenticating with the SMTP server. Typically the full email address of the sending account. |
Password * | Yes | The password for the SMTP account. For Gmail with 2FA enabled, use an App Password rather than your regular login password. |
From Name * | Yes | The display name that will appear in the From field of all outgoing emails sent by the HRMS Portal. Example: HR Department. |
From Address * | Yes | The email address that will appear as the sender on all outgoing emails. Example: hr@yourorganisation.com. |
3.2.2. Saving the SMTP Configuration
11. After filling in all required fields, review the information to ensure accuracy.
12. Click the Save button (teal button at the bottom-right of the form) to save the SMTP configuration.
13. If all fields are valid, the dialog will close and the new SMTP entry will appear as a row in the SMTP Setting table.
14. To discard changes without saving, click the Cancel button.
⚠️ Important: If the form cannot be saved, check that all required fields (marked with *) have been filled in. Common issues include: an incorrect Mail Host address, an invalid Port number, or a missing Username or Password.
📜 Note: For Gmail accounts, you must generate an App Password from your Google Account security settings and use that as the SMTP Password. This is required when two-factor authentication (2FA) is enabled on the account.
Summary:
The following table summarises the key steps covered in this guide:
Step | Action | Location |
1 | Navigate to System Settings | Left Sidebar > System Settings > System Setting |
2 | Open Email Setting tab | System Settings left panel > Email Setting |
3 | Click Add SMTP Setting | SMTP Setting page > top-right button |
4 | Fill in all required fields | Add SMTP Settings form (Driver, Mail Host, Port, Encryption, Username, Password, From Name, From Address) |
5 | Save the configuration | Click Save in the Add SMTP Settings modal |
Once an SMTP configuration has been saved and set to Active, the HRMS Portal will use it to dispatch all automated email notifications. You may add multiple SMTP configurations, but only Active entries will be used by the system. To modify or remove a configuration, use the Edit or Delete actions available in the SMTP Setting table.