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Email settings

Email settings

Overview

The Email delivery screen defines how your company's email leaves ActivoHQ: the warranty, Insurance and license expiry alerts, the low-stock alerts and the other automatic messages.

There are two options: use the mail service included with the platform (recommended, no setup), or send through your company's own SMTP server, so messages go out from your own domain.

How to get there

Settings > Email

Direct URL: /Settings/email

Key concepts

Term Definition
ACS Azure Communication Services, the mail service ActivoHQ uses by default. It needs no configuration from you.
SMTP The standard mail sending protocol. Use it to send from your company's server (Google Workspace, Microsoft 365, SendGrid and others).
From address The mailbox messages go out from.
From name The sender name the recipient sees in their inbox.

How to use it

The screen's section is headed How this tenant sends email.

Option 1 - Use the ActivoHQ default (ACS)

  1. Select Use the ActivoHQ default (ACS) - Recommended - no setup. Email is sent through the platform's Azure Communication Services.
  2. There is nothing else to configure. If the platform operator has already set the service up, the screen shows Active next to the from address that will be used.
  3. If you see the notice The operator has not configured the ACS default yet., use your own SMTP or ask P4 Software to set it up.

Option 2 - Use your own SMTP server

  1. Select Use my own SMTP server - Send through your own mail server (e.g. Google Workspace, Microsoft 365, SendGrid SMTP).
  2. Complete the details your IT team or mail provider gives you:
    • SMTP host (for example smtp.example.com).
    • Port.
    • From address (for example Assets@yourcompany.com).
    • From name (for example ActivoHQ - Your Company).
    • Username and Password for the sending account.
    • Use SSL/TLS (recommended): leave it ticked unless your server requires otherwise.
  3. Click Save.

When editing an existing configuration, the Password field shows dots and the note unchanged - type to replace: only type a new password if you want to replace it.

Send a test email

  1. In the Send a test email section, enter the address under Send to.
  2. Click Test ACS or Test SMTP.
  3. Each button tests that transport, regardless of which one is saved as the active option - Test either transport independently of which one is currently saved - a destination email is all you need. That way you can validate SMTP before changing the production setting.
  4. Check the inbox (and the junk folder) of the address you gave.

Fields

Field Type Required Description Validation
SMTP host Text Yes (with SMTP) The outgoing mail server's name. It must be given along with the from address, otherwise saving warns Enter at least the SMTP host and the From address.
Port Number No The SMTP server's port (usually 587 or 465). None.
From address Text Yes (with SMTP) The mailbox messages go out from. Required alongside the host.
From name Text No The sender's visible name. None.
Username Text No The server's authentication user. None.
Password Text No The sending account's password. It is stored protected and never shown again. Leave it empty to keep the current one.
Use SSL/TLS (recommended) Checkbox No Encrypts the connection to the server. None.
Send to Text Yes (to test) The test email's recipient. Without an address, the test warns that a destination is needed.

What email ActivoHQ sends

Email When it is sent Recipients
Coverage expiries Daily, with the Warranties, policies and licenses expiring in the next 30 days Users with the manager permission who switched Notify me about upcoming warranty, Insurance, and license renewals on in My profile
Low stock When an asset model's available units fall below its Minimum quantity alert Users with the manager permission who switched Notify me when an asset model falls below its alert threshold on in My profile
Test email When you click Test ACS or Test SMTP The address given under Send to
Automation rule emails When a rule configured with an email action meets its condition The recipients defined on the rule

System alerts are optional and off by default: each user has to enable them in My profile.

Permissions

This is an administration screen. Users with read-only access see the notice You have read-only access - Settings cannot be changed.

Notes

  • The configuration is per company: each company can send from its own domain.
  • The SMTP password is stored protected; ActivoHQ never shows it again.
  • If outgoing email is not configured, no automatic alert is sent; the rest of the system carries on normally and the expiries stay visible on the Dashboard.

Troubleshooting

Symptom Likely cause Resolution
The SMTP test fails. The host, port, username or password is wrong, or the provider requires an app password. Check the details with your mail provider and run the test again.
The ACS test says the operator has not configured it. The platform does not have the default sender configured yet. Use your own SMTP, or ask P4 Software to enable it.
The email lands in the junk folder. The sending domain does not authorize the sending server (SPF, DKIM or DMARC). Ask your IT team to publish the matching records for the domain.
No alert arrives even though sending works. The recipients did not switch the notifications on in their profile, or they do not hold the manager permission. Tick the boxes in each owner's My profile.
The Save button does not appear. Your user has read-only access to the Settings. Ask your administrator for the permission.

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