Custom email (SMTP)

Configure custom SMTP and transactional email providers for organization outbound mail.

InsightHire sends journey invites, interview notifications, and recruiter messages from your organization's email identity when custom email is configured. The primary self-serve path is SMTP, with additional API providers supported.

Detailed SMTP reference: docs.insighthire.com/email/smtp

Settings path

Email configuration requires org admin privileges (adminOrgProcedure for create/update/test).

Supported providers

Default platform journey pipeline may use InsightHire-operated Mailgun (in.insighthire.com) for inbound Indeed apply — that is separate from your outbound SMTP/API configuration.

SMTP setup

Required fields

From identity

Also configure on create:

• From email — must be authorized by your SMTP provider
• From name — display name candidates see
• Reply-To — optional override for candidate replies

Setup flow

1. Go to /admin/email-settings/setup.
2. Select SMTP Server.
3. Enter host, port, username, password, and TLS options.
4. Set from email and from name.
5. Save via emailConfiguration.create or emailConfiguration.update.
6. Complete verification (see below).

For provider-specific guidance (Gmail app passwords, Office 365 SMTP auth, SPF/DKIM), see docs.insighthire.com/email/smtp.

Verification

After saving, InsightHire issues a verification token. The verify flow:

1. InsightHire sends a confirmation email using the new configuration.
2. Recipient clicks the verification link (or submit token via emailConfiguration.verify).
3. Configuration marked verified — outbound mail uses org settings.

Unverified configurations may be rejected at send time.

Testing

Test emails include tracking pixels when enabled (trackOpens, trackClicks on enhanced email service).

Domain authentication (API providers)

For SendGrid, Mailgun, SES, etc.:

1. emailConfiguration.addDomain — register sending domain
2. Add DNS records (SPF, DKIM, DMARC) at your DNS host
3. emailConfiguration.verifyDomain — confirm records propagated

emailConfiguration.getDomains lists domain verification status.

How outbound mail is routed

enhanced-email.service.ts resolves sending path per organization:

1. Load email_configurations for org
2. Check rate limits (emailConfiguration.checkRateLimits)
3. Create transporter — SMTP via nodemailer or provider SDK for API types
4. Send and increment usage counters
5. Log to email logs for statistics

If no org configuration exists, platform default sending may apply for certain system emails — journey invites should use org SMTP when configured.

API reference

Security notes

• Passwords and API keys stored encrypted; API returns ******** mask on read.
• Use app-specific passwords for Gmail/Outlook — never commit credentials to source control.
• Restrict SMTP credentials to send-only service accounts where possible.
• Enable SPF, DKIM, and DMARC on your sending domain to protect deliverability.

Troubleshooting

Related

• Integrations overview
• Indeed email apply — inbound mail on in.insighthire.com (distinct from outbound SMTP)
• Calendar & meetings — interview invite delivery paths

External reference

• InsightHire SMTP documentation