Set up custom SMTP sending

Why use custom SMTP?

Custom SMTP lets every workflow email come from your domain instead of Tallyfy’s. Your SPF, DKIM, and DMARC records stay intact, deliverability improves, and recipients see your brand - not ours.

Other benefits:

• Server-level tracking - access your own logs for all outbound Tallyfy emails
• Security compliance - email traffic stays within your existing infrastructure
• Consistent reputation - your domain’s sender score applies to workflow notifications

Email reply limitation

Custom SMTP disables reply-to-comment. When someone replies to a task notification, the response goes to your inbox - it won’t appear as a comment in Tallyfy.

Single account only

Tallyfy uses one central email account (e.g. tallyfy@company.com) for all outgoing mail. Individual user accounts aren’t supported for SMTP sending.

What you’ll need

Parameter	Example
SMTP Server Host	smtp.company.com
Port	587
Username (email format)	tallyfy@company.com
Password	Your SMTP password
From Email (optional)	workflows@company.com
From Name (optional)	Company Workflows

Tallyfy uses TLS encryption automatically - there’s no encryption dropdown to configure.

Configuration steps

1. Sign in with an administrator account.

2. Go to Settings > Email Settings in the organization settings sidebar.

3. Toggle on Send all emails via your SMTP server.

4. Enter your Host and Port.

5. Enter your Username (must be a valid email address) and Password.

6. Optionally fill in From Name and From Email Address.

   

7. Click TEST & CONNECT. Tallyfy verifies your connection and saves the configuration in one step.

If the connection test fails, you’ll see an error message with details. Fix the issue and try again - nothing gets saved until the test passes.

Testing with external tools

Before going live, you can verify your SMTP server independently using these third-party tools:

• Microsoft Remote Connectivity Analyzer ↗ - thorough SMTP connectivity check

• Wormly SMTP Tester ↗ - quick server responsiveness check

• MXToolbox SuperTool ↗ - DNS records, blacklist status, and infrastructure health

• GMass SMTP Tester ↗ - credential and authentication testing

External tools

These are third-party services. Consider using temporary test credentials if you’re concerned about sharing SMTP passwords with external sites.

Verifying it works end-to-end

1. Open any template and launch a test process with yourself assigned.
2. Check your inbox for the task notification email.
3. Confirm the “From” address matches your configured sender.
4. Inspect email headers to verify the message routed through your SMTP server.

Troubleshooting

Issue	Likely cause	Fix
Connection timeout	Firewall blocking port 587	Open outbound SMTP port
Authentication failure	Wrong credentials	Double-check username (must be email format) and password
TLS errors	Server doesn’t support TLS	Confirm your server supports TLS on the specified port
Rate limiting	Too many connections	Raise server limits or reduce email volume
DNS resolution failure	Bad hostname	Verify the SMTP host address resolves correctly
Rejected messages	Sender mismatch	Ensure “From” address matches an authorized domain

If you’re still stuck

Network: Your firewall must allow outbound connections from Tallyfy’s servers to your SMTP host on port 587. Test with telnet or openssl.

Authentication: Some mail servers require app-specific passwords when MFA is enabled. Check whether your server accepts the authentication method Tallyfy uses.

DNS and email security: Your SPF record must include your SMTP server’s IP. If you use DKIM and DMARC, make sure they’re configured correctly for the sending domain.

Best practice

After setup, send test emails to Gmail, Outlook, and Yahoo. You’ll catch deliverability issues before your team does.

Related articles

Integrations > Email and SMTP

Tallyfy integrates with email through custom SMTP configuration for branded domain-based notifications and a Gmail add-on that lets you launch processes and convert emails into trackable tasks directly from your inbox along with upcoming features for in-email task actions and personal email account connections.

Email > Connect your email

Tallyfy’s planned Connect Your Email feature will allow each user to authorize sending workflow notifications directly from their personal Gmail or Outlook account via OAuth so that recipients see emails from a real person rather than a system address which improves deliverability and response rates while keeping replies in your inbox and requiring only minimal send-only permissions.

Compliance > BIMI compliance

Tallyfy uses BIMI email authentication with SPF/DKIM/DMARC checks and a Verified Mark Certificate to display its official logo next to legitimate emails in your inbox so you can instantly distinguish real Tallyfy messages from phishing attempts and spoofed fakes.

Support > Not receiving emails?

If Tallyfy emails are not arriving you can fix it by checking spam folders and notification settings and having your IT team allowlist the tallyfy.com domain while also using diagnostic tools like message trace and mail-tester.com to identify authentication or filtering issues especially in Microsoft email systems which often require specific admin-level adjustments to ensure delivery.

Was this helpful?

YesNo