Email Settings
How the Email settings page works, when to use Work Planner email servers, and how each SMTP field affects outgoing mail.
Open Settings > Email when you need to decide how Work Planner sends email for a business. The page starts with the business selector because email settings are saved per business, not once for the whole account.
Email Server
- Use Work Planner's email servers: leave this on if you want the simplest setup. Email is then sent through Work Planner's managed sending service from mail.work-planner.co.uk.
- When to switch it off: only turn this off when you already have your own SMTP details and want email to come from your own mail server instead.
- Important save behaviour: if you turn the toggle back on, Work Planner clears the custom SMTP fields when you save. That prevents old server details from being left behind by mistake.
Custom SMTP Configuration
The Custom SMTP Configuration card only appears when Use Work Planner's email servers is turned off. Every required SMTP field needs to be filled in before the page will save successfully.
- SMTP Host: the mail server address, such as smtp.yourdomain.com. Use the exact host supplied by your email provider.
- SMTP Port: the connection port for that server. The page hints at the common values: 587 for TLS, 465 for SSL, and sometimes 25 for older setups.
- Encryption: choose TLS or SSL to match the port and server settings from your provider.
- SMTP Username: the login name Work Planner should use when it connects to your server.
- SMTP Password: the password for that SMTP account. If a password is already saved, the field comes back masked as dots so you do not have to re-enter it every time.
- From Email Address: the email address your customers will see as the sender. This must be a valid email address and usually needs to match your domain rules.
- From Name (Optional): the display name shown next to the sender address, usually your trading name or business name.
What These Settings Affect
These settings feed directly into the places where Work Planner sends email. That includes the Message Customers popup, the Work > Communications page, invoice emails, worksheet emails, and automations. If the SMTP details are wrong, those sending flows can fail even if the rest of the document or message content is correct.
If you are unsure whether your custom server is working, start with Work Planner's own servers, confirm the email flow is working, and only then move to custom SMTP once you have the provider details ready.
Related articles
- Settings Overview: where this page sits inside the wider settings area.
- Communications: the page where outgoing email now appears alongside SMS history.
- Message Customers Popup: where customer emails are sent, using these email settings.
- Email Flow: a live example of where these email settings matter later.
- Drag and Drop Editor: useful if you are also working on what gets attached or sent inside the email.