Help Center › Account & Billing › Email configuration

Email configuration

Connect your email provider so outgoing emails — campaigns, auto-replies, and workflow messages — are sent from your own address.

Option 1: SendGrid (recommended)

SendGrid provides reliable email delivery with built-in reputation management. It is the recommended option for most users.

Go to Settings → Email Setup.
Select SendGrid as your provider.
Enter your SendGrid API key. You can generate one in your SendGrid dashboard under Settings → API Keys. Choose "Full Access" or create a key with Mail Send permissions.
Enter your verified sender email. This must be an email address you have verified in SendGrid (Sender Authentication). Emails will be sent from this address.
Click Save.

If you do not have a SendGrid account, you can create a free one at sendgrid.com. The free tier includes 100 emails per day — enough for most solo agents.

Option 2: SMTP

If you prefer to use your own mail server, Gmail, Outlook, or another SMTP provider, you can enter the connection details manually.

Go to Settings → Email Setup.
Select SMTP as your provider.
Enter the following fields:
- Host — e.g., smtp.gmail.com or smtp.office365.com
- Port — typically 587 (TLS) or 465 (SSL)
- Username — usually your full email address
- Password — your email password or an app-specific password
Click Save.

If you use Gmail, you must enable "App passwords" in your Google account security settings. Gmail does not allow direct password login from third-party apps.

Testing your connection

After saving your configuration, click the Test Connection button.
A test email is sent to your own address.
Check your inbox. If the test email arrives, your configuration is correct. If not, review the troubleshooting steps below.

The test button also verifies that your sender address is properly authenticated and that the SMTP credentials are valid.

Troubleshooting

Test email not arriving+

Check your spam/junk folder first. If using SMTP, verify the host, port, and credentials are correct. For Gmail, make sure you are using an app password, not your regular password. For SendGrid, confirm the sender email is verified in your SendGrid dashboard.

Authentication error+

Double-check your username and password. For SendGrid, ensure the API key has Mail Send permissions. For SMTP, try port 587 with TLS or port 465 with SSL.

Emails going to spam+

Set up SPF, DKIM, and DMARC records for your sending domain. SendGrid provides step-by-step instructions in their Sender Authentication section. Without these DNS records, receiving servers may flag your emails as suspicious.

Connection timeout+

Your SMTP provider may be blocking connections from our server IP. Try switching from port 465 to 587 or vice versa. If the problem persists, check with your email provider's support team.

What uses your email configuration

Once connected, the following features send from your configured address:

Email campaigns — bulk emails to lead segments.
Auto-reply sequences — triggered emails from workflows.
Meeting confirmations — booking confirmations and reminders.
Manual emails — one-off emails sent from a lead's detail page.

System notifications (password resets, invite links, etc.) are sent from Asan's own servers and are not affected by your email configuration.

Frequently asked

Can I use different email addresses for different campaigns?+

Currently, one sender address is configured per account. All outgoing emails use that address. Multi-sender support is on the roadmap.

Is my API key or password stored securely?+

Yes. All credentials are encrypted at rest. They are never displayed in plain text after saving — you can only replace them.

Do I need to configure email to use the CRM?+

No. Email configuration is optional. You can use Asan CRM for calling, lead management, and all other features without setting up email. Email features simply remain inactive until configured.

Can I switch providers later?+

Yes. Go back to Settings → Email Setup, select a different provider, enter the new credentials, and save. The change takes effect immediately.

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Last updated 16 Jun 2026 · Applies to: Asan CRM