Super Admin Email Settings

Email Settings

Configure SMTP for password reset emails, welcome emails, and system notifications. Email functionality is essential for Enterprise features.

Overview

The Email Settings page allows Super Admins to:

• Configure SMTP server connection
• Test email delivery
• Customize email templates
• Manage welcome email settings
• Configure broadcast notifications

Accessing Email Settings

1. Click Email Settings in the sidebar
2. The page displays SMTP configuration and template options

Key Features

Feature	Description
SMTP Configuration	Server connection settings
Test Email	Verify configuration works
Welcome Emails	Automatic emails for new users
Email Templates	Customize email content
CC Recipients	Copy emails to administrators

SMTP Configuration

Required Settings

Configure these fields to enable email:

Field	Description	Example
SMTP Host	Email server address	smtp.gmail.com
SMTP Port	Connection port	587
Username	Authentication username	noreply@yourcompany.com
Password	Authentication password	Your password or app password
From Email	Sender email address	noreply@yourcompany.com
From Name	Sender display name	GT AI OS
Use TLS	Enable encryption	Enabled (recommended)

How To: Configure SMTP

1. Navigate to Email Settings
2. Select the SMTP Configuration tab
3. Enter your server details
4. Click Save
5. Click Send Test Email to verify

Note: Password is encrypted before storage. Leave blank when updating to keep existing password.

Common Provider Settings

Gmail

Setting	Value
Host	smtp.gmail.com
Port	587
TLS	Enabled
Username	Your full Gmail address
Password	App Password (not regular password)

Creating Gmail App Password:

1. Go to https://myaccount.google.com/apppasswords
2. Sign in with 2-Step Verification enabled
3. Select "Mail" and your device
4. Click "Generate"
5. Use the 16-character password

Microsoft 365 / Outlook

Setting	Value
Host	smtp.office365.com
Port	587
TLS	Enabled
Username	Your full email address
Password	Your password or app password

Amazon SES

Setting	Value
Host	email-smtp.{region}.amazonaws.com
Port	587
TLS	Enabled
Username	SES SMTP username (from IAM)
Password	SES SMTP password (from IAM)

Note: Verify your domain and email addresses in SES first.

SendGrid

Setting	Value
Host	smtp.sendgrid.net
Port	587
TLS	Enabled
Username	apikey
Password	Your SendGrid API key

How To: Test Email Configuration

Verify your SMTP settings work:

1. Navigate to Email Settings
2. Find Send Test Email section
3. Enter your email address
4. Click Send Test Email
5. Check your inbox (and spam folder)

Test Results

Result	Meaning
Success	SMTP configured correctly
Auth Failed	Username or password incorrect
Connection Failed	Cannot reach SMTP server
SMTP Error	Server rejected the email

Password Reset Emails

With SMTP configured, password reset works automatically:

1. User clicks "Forgot Password?" on login
2. User enters their email
3. System sends reset link (valid 15 minutes)
4. User clicks link and sets new password

Security Features

Feature	Description
Token Encryption	AES-256 encrypted tokens
15-Minute Expiry	Tokens expire quickly
Rate Limiting	5 requests per email per hour
Audit Logging	All resets are logged

Welcome Email Configuration

Configure automatic emails for new users:

Accessing Welcome Email Settings

1. Navigate to Email Settings
2. Select the Welcome Email tab

Settings

Setting	Description
Enabled	Toggle welcome emails on/off
Subject	Email subject line
Body	Email content
CC Emails	Additional recipients

Available Placeholders

Use these in subject or body:

Placeholder	Replaced With
{user_name}	User's full name
{tenant_name}	Organization name
{login_url}	Tenant App login URL

Default Template

Subject:

GT AI OS Welcome Email for {user_name} | {tenant_name}

Body:

Welcome to the GT Edge AI service!

To access the platform please go to: {login_url}

Login Instructions:
1. Click "Forgot Password?" and enter your email
2. Click the reset link in your email
3. Set your password
4. Log in with your email and new password
5. Set up Two-Factor Authentication

Support: support@gtedge.ai

Email Templates

Customize various email templates:

Available Templates

Template	When Sent
Welcome	When new user is created
Password Reset	When password reset requested
Invite	When user is invited to team
Broadcast	Admin-initiated announcements

How To: Edit Templates

1. Navigate to Email Settings
2. Select the Email Templates tab (or navigate to Email Templates page)
3. Select the template to edit
4. Modify subject and body
5. Use placeholders as needed
6. Click Save

Adding CC Recipients

Send copies of emails to administrators:

1. Navigate to Email Settings
2. Select the Welcome Email tab
3. Find CC Emails section
4. Click Add
5. Enter administrator email address
6. Click Save

All welcome emails will be copied to these addresses.

Troubleshooting

"Test email not received"

Check	Solution
Spam folder	Check junk/spam folder
From address	Must be authorized for your SMTP server
Credentials	Verify username and password
Different recipient	Try a different email address

"Authentication failed"

Provider	Fix
Gmail	Use App Password, not regular password
Office 365	Enable "Authenticated SMTP" in admin portal
Others	Verify username format (full email vs username)

"Connection failed"

Cause	Solution
Wrong host	Verify SMTP host address
Wrong port	Try 587 (TLS) or 465 (SSL)
Firewall	Ensure outbound port is open
TLS mismatch	Toggle "Use TLS" setting

"Password reset not sending"

1. Verify SMTP is configured and tested
2. Check user exists and is active
3. Wait if rate limited (5 requests/hour)
4. Check backend logs for errors

Checking Logs

# View SMTP-related logs
docker compose logs control-panel-backend --tail 100 | grep -i smtp

# View email-related logs
docker compose logs control-panel-backend --tail 100 | grep -i email

Security Best Practices

Practice	Recommendation
Dedicated email	Don't use personal email for system emails
App passwords	Never use main account password
Enable TLS	Always use encrypted connections
Monitor delivery	Verify users receive emails
Review logs	Check for failed delivery attempts

Next Steps

• User Management - Create users with welcome emails
• Deployment Checklist - Complete initial setup
• Troubleshooting - Resolve email issues