Skip to content
Tallyfy

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

What you’ll need

ParameterExample
SMTP Server Hostsmtp.company.com
Port587
Username (email format)tallyfy@company.com
PasswordYour 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.

    SMTP configuration screen in Tallyfy settings

  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 for SMTP testing Wormly SMTP server test tool MXToolbox SMTP diagnostic test results GMass SMTP Test Tool interface

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

IssueLikely causeFix
Connection timeoutFirewall blocking port 587Open outbound SMTP port
Authentication failureWrong credentialsDouble-check username (must be email format) and password
TLS errorsServer doesn’t support TLSConfirm your server supports TLS on the specified port
Rate limitingToo many connectionsRaise server limits or reduce email volume
DNS resolution failureBad hostnameVerify the SMTP host address resolves correctly
Rejected messagesSender mismatchEnsure “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.

Get in touch
About Tallyfy