Email Setup

XenDirect supports two methods for sending emails:

1. Using your organization's SMTP server
2. Using Xenegrade's SendGrid account

Xenegrade no longer sends customer emails through its own servers. This guide outlines the setup process for both options.

Navigation

Admin/Security → Vendor Login

Applies to: Enterprise | Plus

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SMTP Email Setup

Using your own email server ensures that the return email domain matches your email server’s domain. Consult your IT department for assistance before making changes.

Key Considerations:

• Each Branch in a multi-branch setup can have a separate SMTP email server.
• Only one SMTP server can be set per Branch.
• After setup, all users and clients must log out and back in for changes to take effect.
• Ensure the FROM email settings match the sending account (e.g., WebOptions Notification Email field in Settings).

How to Set Up XenDirect to Use Your SMTP Server:

1. Log in with an administrative account.
2. Navigate to Admin/Security → Vendor Login.
3. Click New Vendor Login.
4. Set Vendor to SMTP.
5. Leave Account Name blank.
6. Enter your SMTP email domain (e.g., smtp.youragency.net).
7. Leave Vendor Email and From Email blank.
8. Enter your SMTP server username (if required).
9. Enter your SMTP server password (if required).
10. Enter your SMTP port in the PIN field (if required).
11. Click Create to save changes.

How to Send a Test Email:

1. Log in with permissions to modify Email Templates.
2. Navigate to Tools → Marketing → Email Templates.
3. If no templates exist, create a new one for testing.
4. Click Send Proof under More Actions.
5. Enter a test recipient email address.
6. Click OK to send.
7. If the test email is received, setup is complete.
8. If the test fails, verify SMTP settings and test again. If issues persist, consult your IT team.

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SendGrid Email Setup

SendGrid is an alternative to using your organization's SMTP server.

Key Considerations:

• In a multi-branch setup, all branches share the same API key but can use different domains.
• IT assistance is required to configure DNS settings.
• After setup, all users and clients must log out and back in for changes to take effect.

How to Set Up XenDirect to Use SendGrid:

1. Provide Xenegrade with the email domain used for sending (e.g., if your email is ce@myemail.com, the domain is myemail.com).
2. Xenegrade will generate CNAME entries for your IT team to add to your DNS settings.
3. Once your IT team adds the CNAME entries, notify Xenegrade.
4. Xenegrade will verify CNAME validation with SendGrid.
5. Xenegrade will update System Settings to enable SendGrid.
6. Email delivery will begin through SendGrid once setup is complete.
7. Xenegrade will confirm when setup is finalized.

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Setting Organization Email Addresses

To ensure proper email functionality, set up the organization's email addresses in the following locations:

Required Settings:

1. Admin/Security → Settings → Web Options → Notification Email Address
   • Used for WebReg confirmation emails.
   • Acts as the secondary return email address if the Branch Profile email is blank.
   • Required.
2. Admin/Security → Settings → Branch Profile → Email Address
   • Primary return email address for outgoing emails.
   • Displayed on invoices and reports.

Optional Settings:

1. Admin/Security → Settings → Web Options → Inquiry Email Address
   • Used for WebReg inquiry emails from clients.
   • Enterprise only.
2. Tools → Marketing → Email Templates → Alt Email Return Address
   • Used as the return email address for specific email templates.
   • Must be set in each template manually.
3. Selects → Selects A-D → Departments → Alt Email Address
   • If linked to a Course Section, a copy of the WebReg Confirmation Email will be sent here.

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Conclusion

XenDirect provides flexible email setup options using either an SMTP server or SendGrid. Proper configuration ensures seamless email delivery for system notifications and client communication. For further assistance, refer to related articles or contact support.