You can sync your email account with ByondHR to send and receive emails from ByondHR.

Navigation: Home > MY Settings > Email / Notifications > Email Account

1. Click on ‘Email Account’ and you will arrive at Email Account Listing
2. Click ‘+ Email Account’ to insert an email account into system.
3. Enter your desired email address ([[email protected]] etc.) and give this email account a name.
4. Select the service provider (Gmail etc.) OR select the Email Domain you have setup previously.
5. Enter the email account password.
6. Once setup completed, then click Save. If the email credentials you enter are correct, the email account will be synced.

Note: If you're using Gmail refer to this article for additional requirements.

Configuration of the Email Account

Additional Options for Email Account

Options	Descriptions
Use Different Email Login ID	To use an alternative email login and password to access this account. For example, if you have [email protected] and you want users to access this email with an alternate email ID, they should tick this checkbox. The recipients will see [email protected] as the sender.
Awaiting password	If you're creating this account on behalf of someone and the password is unknown, tick this checkbox. When the other user logs in, they'll be prompted to enter the password
Use ASCII encoding for password	Ticking this will use ASCII encoding for the password.
Enable Incoming	To set up an incoming Email Account, tick Enable Incoming and set your POP3 settings, if you are using one of the email service providers mentioned above, these will be preset for you.
Enable Outgoing	To set up an outgoing Email Account, tick Enable Outgoing and set your SMTP server settings, if you are using a popular email service, these will be preset for you.

Default Email Accounts

ByondHR will create templates for a bunch of email accounts by default. Not all of them are enabled. To enable them, you must set valid email account details.

There are two types of email accounts, outgoing and incoming. Outgoing email accounts use an SMTP service to send emails and emails are retrieved from your inbox using an IMAP or POP. Most email providers such as Gmail, Outlook, or Yahoo provide these services.

Incoming Email Accounts

To set up an incoming Email Account, check on Enable Incoming and set your POP3 settings, if you are using a popular email service, these will be preset for you.

The following options are available for incoming emails:

Options	Description
Default Incoming	If ticked, all replies to your company (eg: [email protected]) will come to this account.
Use IMAP	IMAP and POP are two services used by most mail servers for incoming emails. If your Email server allows IMAP service for the incoming emails keep this checked. Otherwise, leave this unchecked.
Use SSL	If your mail server uses SSL (Secure Socket Layer) communication keep this checked.
Attachment Limit	You can limit the size of file attachments in emails sent from ByondHR.
Email Sync Option	Whether to sync all or only unseen emails.
Initial Sync Count	Number of emails to sync the first time.

Outgoing Email Accounts

All emails sent from the system, either by the user to contact or via notifications or via transaction emails, will be sent from an Outgoing Email Account.

The following options are available for outgoing emails:

Options	Description
Default Outgoing	Notifications and bulk emails will be sent from this outgoing server.
Use TLS
Port
Disable SMTP server authentication
Add Signature	The default signature is appended to the end of each email.
Always use Account's Email Address as Sender:	The email address of this account will be mentioned as the sender for outgoing emails.
Send unsubscribe message in an email:	Send a link to unsubscribe from emails sent from this account.
Track Email Status:	Track if your email has been opened by the recipient. Note that, if you're sending to multiple recipients, even if one recipient reads the email, it'll be considered "Opened".
Enable Auto Reply	If enabled, enter an auto-reply message.
Append Outgoing Email to Sent Folder	If using custom email servers like Zimbra or CPanel, SMTP will not automatically append emails to the Sent folder. Enabling this option will ensure all emails are explicitly appended to the email account's Sent folder.
Use SSL for Outgoing Emails	Use SSL as a standard for outgoing emails. Defaults to port 465.

How ByondHR handles replies

In ByondHR when you send an email to contact like a customer, the sender will be the user who sent the email. In the ReplyTo property, the Email Address will be of the default incoming account (like [email protected]). ByondHR will automatically extract these emails from the incoming account and tag them to the relevant communication.

For outgoing emails, you should set up your own SMTP server or sign up with an SMTP relay service like mandrill.com or sendgrid.com that allows a larger number of transactional emails to be sent. Regular email services like Gmail will restrict you to a limited number of emails per day.