Email Integration

Email Integration

Configure email for automated notifications and communication.

Time Required: 15 minutes Module: Email, Settings User Role: System Admin

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Table of Contents

1. Overview
2. Configure Outgoing Email
3. Configure Incoming Email
4. Email Templates
5. Automated Notifications
6. Troubleshooting

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Overview

Email integration enables:

• Automated notifications to students/parents
• Admission confirmation emails
• Fee reminders
• Assignment notifications
• Custom email campaigns

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Configure Outgoing Email

SMTP Setup

1. Go to Settings > Technical > Outgoing Mail Servers
2. Click Create
3. Enter server details:

Field	Description	Example
Description	Server name	”Institution SMTP”
SMTP Server	Mail server host	smtp.gmail.com
SMTP Port	Server port	587
Connection Security	TLS/SSL	TLS
Username	Email account	noreply@school.edu
Password	App password	xxxxxxxx

4. Click Test Connection
5. Save

Gmail Configuration

For Gmail:

1. Enable 2-factor authentication
2. Generate App Password
3. Use smtp.gmail.com port 587
4. Enable “Less secure apps” or use OAuth

Office 365 Configuration

Field	Value
SMTP Server	smtp.office365.com
Port	587
Security	STARTTLS
Authentication	OAuth2

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Configure Incoming Email

Fetchmail Setup

1. Go to Settings > Technical > Incoming Mail Servers
2. Click Create
3. Configure:

Field	Description
Name	Server identifier
Server Type	IMAP/POP
Server	mail.domain.com
Port	993 (IMAP SSL)
Username	Email address
Password	Password

4. Set Actions:

   • Create leads
   • Create tickets
   • Reply handling

5. Test and activate

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Email Templates

Create Template

1. Go to Settings > Technical > Email Templates
2. Click Create
3. Configure:

Field	Description
Name	Template name
Subject	Email subject
From	Sender address
To	Recipient (dynamic)
Body	Email content

Dynamic Fields

Use placeholders for personalization:

Dear ${object.name},

Your admission to ${object.course_id.name} is confirmed.

Batch: ${object.batch_id.name}
Start Date: ${object.admission_date}

Best regards,
${user.name}

Common Placeholders

Placeholder	Description
${object.name}	Record name
${object.email}	Email address
${user.name}	Current user
${user.company_id.name}	Institution name

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Automated Notifications

Enable Notifications

1. Go to OpenEduCat > Configuration > Settings
2. Under Email Notifications:
   • Enable desired notifications
   • Select templates
3. Save

Available Notifications

Event	Recipient	Template
Admission Confirmed	Student	Admission Confirmation
Fee Due	Student/Parent	Fee Reminder
Assignment Posted	Students	New Assignment
Exam Schedule	Students	Exam Notification
Result Published	Students	Result Announcement
Attendance Alert	Parents	Low Attendance

Scheduled Emails

1. Go to Email Marketing > Campaigns
2. Create campaign
3. Set schedule
4. Select recipients
5. Choose template
6. Activate

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Troubleshooting

Emails Not Sending

1. Check outgoing server configuration
2. Verify credentials
3. Check scheduled actions (cron)
4. View failed emails in queue

Email Marked as Spam

1. Configure SPF record
2. Set up DKIM
3. Use consistent “From” address
4. Avoid spam trigger words

Connection Timeout

1. Verify server address
2. Check firewall rules
3. Test port accessibility
4. Try different security settings

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Related

• Notice Board
• Admission Process
• Fee Collection