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Connect your email to Heyflow via SMTP to send Custom Auto Replies or Email Response Handler from a custom email address.
This article covers:
❗ Important to note:
If you plan to send more than 1,000 emails per day (i.e. over 1,000 responses per day across all your heyflows that are connected to this email) please ensure sufficient server capabilities are available.
We recommend using a dedicated email address for sending purposes, not one you also use for day-to-day activities.
Please note that in order to connect a Gmail account, you’ll need to set up an App Password. Follow these steps to create an App Password.
How to connect your email server
You can connect your own SMTP server to send emails from a custom address in three different places:
In the Custom Auto Reply integration
In the Email Response Handler
Globally via Account Settings > Integrations
To connect your SMTP account:
Navigate to either:
Custom Auto Reply or Email Response Handler under the "Integrate" tab of your flow and look for the "Sender address" section and click on "Change sender". Click "Add account" — a pop-up will open.
Or go to your Account Settings > Integrations and click on Add integrations and choose Mail server — a pop-up will open.
Enter the following details:
Sender name (as it should appear in recipients' inboxes)
SMTP Server URL
Port
Email address (used to send the email)
Username (optional)
Password (or app-specific password if required)
Click "Add account" to save.
SMTP information for common email server providers
If your email provider isn’t listed here, please check their Help Center for more information on which details to use for SMTP.
Gmail
❗Please note that in order to connect a Gmail account, you’ll need to set up an App Password. Follow these steps to create an App Password.
Setting | Value |
Server URL | smtp.gmail.com |
Port (SSL) | 465 |
Port (TLS) | 587 |
IONOS
Setting | Value |
Server URL | smtp.ionos.com |
Port (SSL) | 465 |
Port (TLS) | 587 |
Microsoft Outlook or Office 365
Setting | Value |
Server URL |
|
Port (TLS) | 587 |
What’s next?
Finish setting up your Custom Auto Reply to automatically send personalized confirmation emails to your flow visitors, or Email Response Handler to automatically send your response emails from your own email address.