How to Configure Location-Specific Email Settings
The Email tab lets a location use its own outbound email server, overriding the system-wide (global) email configuration. This is useful when different stores need to send emails from different addresses.
Prerequisites
Before location email override works, two conditions must be met at the global level:
- Global email must be enabled — the system-wide email settings must be active
- Location override must be allowed — the global settings must have "Allow Location Override" turned on
If either condition is not met, you will see the message: "Location email override is disabled by global settings. Contact your administrator to enable this feature."
Opening the Email Tab
- Open the location for editing
- Click the Email tab
Enabling Location Email
Check the box "Use location-specific email settings (override global)" at the top of the tab. This activates all the fields below.
When this is unchecked, the location uses the global email settings for all outbound emails.
SMTP Configuration
| Field | Description |
|---|---|
| SMTP Server | The hostname or IP address of your SMTP server (e.g., smtp.gmail.com, smtp.office365.com) |
| SMTP Port | The port number (typically 587 for TLS, 465 for SSL, 25 for unencrypted). Default: 587 |
| SMTP Username | The login username for your email server |
| SMTP Password | The login password. Shown as bullets for security. Only updated if you type a new value. |
| Use SSL | Check this to use encrypted connection (recommended). Enabled by default. |
Sender Information
| Field | Description |
|---|---|
| From Address | The email address that appears in the "From" field of outgoing emails. Must contain an @ symbol. |
| From Display Name | The friendly name shown next to the email address (e.g., "Downtown Store") |
| Reply-To Address | Optional. If set, replies go to this address instead of the From Address |
POS Email Receipt Prompt
Check "Auto-prompt for email receipt" to have the POS automatically ask whether to email a receipt to the customer after every payment is completed.
Testing Your Settings
Click Test Email to send a test message:
- A dialog asks for a recipient email address
- Enter an address and click OK
- The system sends a test email using the settings you configured
- The button shows "Sending..." while the test is in progress
- A success or failure message appears
Tip: Always send a test email after changing SMTP settings to verify they work before going live.
Saving Email Settings
Email settings are saved when you click Save & Close on the Location form.
- If the override checkbox is checked: the location's email settings are saved to the database
- If you uncheck the override checkbox after it was previously enabled: the location's email settings are deleted, and it reverts to using global settings
Common SMTP Configurations
| Email Provider | SMTP Server | Port | SSL |
|---|---|---|---|
| Gmail | smtp.gmail.com | 587 | Yes |
| Microsoft 365 | smtp.office365.com | 587 | Yes |
| Yahoo | smtp.mail.yahoo.com | 587 | Yes |
Note: Gmail and Microsoft 365 may require app-specific passwords or OAuth tokens rather than your regular login password.