Why set up Mail?

Setting up Mail is crucial as it delivers email notifications from the system to customers, drivers, and admins. These notifications are essential for keeping everyone informed and engaged with your business.

Setup name and email address

  • From name: This is the sender name a customer will see when reading your email. It's important to use a professional and recognizable name that reflects your business.

  • From email: This is the sender email address a customer will see when reading your email. It should be an email address that is associated with your business and regularly checked.

  • Reply to email: This is an email address customers will reply to. It should be the same as the "From email" address or a dedicated address for customer support inquiries.

  • Admin email: This is an email address to which the admin will receive email notifications (e.g., customer makes a reservation, driver changes status). It's recommended that this email address is different from the "From email" address to avoid potential spam filters from blocking important notifications.


Connection Type

EasyTaxiOffice supports two connection types for sending outgoing emails:

  • Sendmail - Our mail server: This option utilizes EasyTaxiOffice's built-in mail server for outgoing email delivery.

  • SMTP - Your mail server: This option allows you to integrate with your existing email service provider, such as Gmail, Google Workspace, GoDaddy, or Office 365. You'll need to provide the appropriate SMTP server settings from your email provider.


Choosing a Connection Type

For optimal email delivery and integration with various email platforms, we strongly recommend using the SMTP connection. This approach provides seamless connectivity with your email service provider and ensures reliable email sending and receiving.

If you are new to email settings or prefer a simpler solution, the Sendmail option is still available. However, we recommend opting for the SMTP connection for enhanced functionality and compatibility.

The detailed guides for each type of integration can be found in the section "Integrate your mail with the software" of this guide.


Send a test email

This option allows you to test if the integration has been done correctly and emails can be delivered.

  1. Enter your email address and click Send.
  2. Check your mailbox to see if you have received the test email.
  3. If you received the test email, your mail settings are configured correctly. If not, refer to the troubleshooting section below for further assistance.


Troubleshooting common issues

Occasionally, there may be issues with email delivery due to various factors such as incorrect configuration, server problems, or spam filters. Here are some common issues and troubleshooting tips:

  1. Misconfigured Settings: Ensure you have entered the correct outgoing (SMTP) server addresses, ports, and authentication credentials. Check for typos or inconsistencies.

  2. Server Problems: Verify that your email server is up and running and accessible from the system. If the server is down, it will affect email delivery.

  3. Spam Filters: In some cases, email providers may flag emails as spam due to suspicious sender addresses, content, or patterns. To avoid this, consider using DKIM (DomainKeys Identified Mail) and SPF (Sender Policy Framework) records, which help authenticate your domain and confirm the legitimacy of your emails.

  4. Check Your Spam Folder: It's possible that your test email or other notifications from EasyTaxiOffice may have been mistakenly marked as spam. Check your spam folder and move any legitimate emails to your inbox.

  5. Check Email Health Report: To get a comprehensive overview of your domain's email deliverability, utilize an external service like "Email Health Report" (https://mxtoolbox.com/emailhealth/). This tool analyzes various factors, including domain reputation, spam score, and mail delivery rates, to identify potential issues.

  6. Admin Email Address: Consider using a different email address for the "Admin email" field than the "From email" address. This helps reduce the likelihood of spam filters flagging emails to the "Admin email" due to its potential for mass emails.

  7. Test Email: After making any changes to your mail settings, always send a test email to ensure emails are delivered properly. Address it to a different email address, check your mailbox, and if the email arrives successfully, the integration is likely working as intended.

If you continue to experience email delivery issues after following these troubleshooting steps, contact your email provider or system administrator for further assistance.

Integrate your mail with the software