Email Sending Service (SMTP)

The Email connector sends through your own SMTP server — RooQuiz does not relay it. Notifications therefore arrive from your own address, and there is no platform sending limit.

Set it up once per team under Settings → Organization → Email Sending. Every email connector in the team uses it.

Without a verified sending service, an email connector still saves but never delivers. Its card shows a red “No sending service” tag.

What to fill in

Field	Notes
SMTP server	Your provider’s hostname, e.g. `smtp.gmail.com`
Port	`587` (STARTTLS), `465` (SSL/TLS) or `2525`
Username	Usually your full email address; some providers use a fixed literal
Password	The SMTP password or API key. When editing later, leave it blank to keep the stored one
From address	Must be an address your SMTP server is allowed to send as
From name	Display name shown to recipients
Reply-to	Optional, if replies should go somewhere else

Port 25 cannot be used. Our hosting platform blocks outbound connections on that port. Use 587 or 465.

Provider setup

Gmail

Field	Value
SMTP server	`smtp.gmail.com`
Port	`587 (STARTTLS)`
Username	Your full Gmail address
Password	A 16-character app password
From address	The same Gmail address, or a verified “Send mail as” alias

Create the app password at myaccount.google.com/apppasswords . It is shown once, in four groups of four — remove the spaces before pasting it.

Your regular account password will not work. Google disabled password sign-in for mail clients, so an app password is required — and app passwords only exist once 2-Step Verification is switched on.

If that page says “The setting you are looking for is not available for your account”, one of these applies: 2-Step Verification is off; it’s a Google Workspace account whose admin disabled app passwords; or the account is enrolled in Advanced Protection, which blocks them outright.

Gmail also caps sending at roughly 500 recipients per day for personal accounts and 2,000 for Workspace. That is ample for team notifications, but not for bulk mail.

Resend

Field	Value
SMTP server	`smtp.resend.com`
Port	`587 (STARTTLS)`
Username	`resend` — the literal word
Password	A Resend API key (`re_…`)
From address	Any address on a domain you have verified in Resend

This is the easiest option if you want notifications to come from your own brand domain rather than a personal mailbox, and it has no daily cap of the Gmail kind.

Company mail server

Ask whoever runs your mail for the SMTP hostname, port and credentials. Prefer port 587 with STARTTLS; use 465 if that is all they offer.

Two things trip people up:

The username is often the full mailbox address, not the part before the @.
The From address must belong to your own domain. Most corporate servers refuse to relay mail claiming to be from somewhere else.

Save and verify

Fill in the fields and click “Save and verify”

Saving and verifying are one action, so you never end up with a stored-but-untested configuration.

Check the inbox for the test email

The test email goes to your own RooQuiz account address — the one you are signed in with — not to the From address you just configured. If nothing arrives, check that inbox and its spam folder before changing anything.

Confirm the status reads “Verified”

Verified means your SMTP server accepted the message and returned a success code. That is not the same as delivered: an SMTP server accepts mail first and forwards it afterwards, so a message can still be filtered as spam or bounced later. If verification succeeds but nothing arrives, the problem is on the receiving side — start with the spam folder, then look for a bounce in the mailbox you are sending from.

When verification fails

The exact error from your SMTP server is shown on the page, deliberately unedited, so you can act on it directly. The common ones:

Error	What it means
`535 Username and Password not accepted`	Wrong credentials. For Gmail: you used the account password instead of an app password, or left spaces in it
`553 Sender address rejected: not owned by user`	The From address isn’t one this server may send as. Change it to a mailbox or alias the account actually owns
`550 relay not permitted`	The server won’t relay for you at all — usually the wrong username, or SMTP access not enabled on the mailbox
Timeout / connection failed	Wrong hostname or port, or the server doesn’t accept connections from outside your network

Good to know

The password is never displayed again after saving. Leave the field blank when editing anything else, and it stays untouched.
Changing the server, port, username, password or From address puts the status back to Not verified until the next successful check.
Save and verify are rate limited to a handful of attempts per hour per team — each one really connects to your server and really sends a message.
Removing the sending service deletes the stored password. You don’t need to remove it to change settings — just save over them. Removal is refused while any email connector is still enabled, so you can’t silently break your own deliveries.
If a later delivery fails permanently — the credentials stop working, or the From address is rejected — the status flips to Verification failed and email connectors stop delivering until you fix it. A single bad recipient address does not do this; it only fails that one message.