Custom email (SMTP)

Send InsightHire email through your organization's mail provider.

Connect your organization's mail service so supported InsightHire messages use a sender name and address your candidates recognize.

SMTP stands for Simple Mail Transfer Protocol. It is the standard connection many mail providers offer for sending email from another service.

For provider-specific instructions, see the detailed InsightHire SMTP guide.

Before you begin

You need:

An Org Admin account in InsightHire.
SMTP details from your email or IT administrator.
A sender address your provider allows you to use.
Preferably, a dedicated send-only account or app password instead of a person's normal password.

Information to request from IT

Host: the mail server name, such as smtp.gmail.com or smtp.office365.com.
Port: commonly 587 for STARTTLS or 465 for SSL. Use the value your provider specifies.
Username: often the full sending email address.
Password: preferably an app password or dedicated SMTP credential.
Security: whether the provider requires STARTTLS or SSL.
From email: the address candidates will see.
From name: the display name candidates will see.
Reply-To: an optional address for candidate replies.

TLS and SSL protect the connection while mail is sent. Do not guess these settings; use the exact values supplied by your provider.

Connect your mail service

In InsightHire, open the email settings area available to your organization.
Select SMTP Server.
Enter the host, port, username, and password.
Choose the security settings specified by your mail provider.
Enter the From email and From name.
Add a Reply-To address if replies should go somewhere else.
Save the configuration.
Complete the verification step shown by InsightHire.

Do not use a sender address that your provider has not authorized. The connection may test successfully while messages are later rejected or placed in spam.

Verify and test

Send the verification message from InsightHire.
Open the message at the verification recipient address.
Follow the verification link.
Return to InsightHire and confirm the configuration shows as verified.
Send a test message to an inbox your team can check.
Confirm the sender name, sender address, Reply-To behavior, formatting, and delivery.

An unverified configuration may not be used for outbound mail. If a test succeeds, also check a second mail provider when possible because spam filtering differs between providers.

Ask whoever manages your domain's DNS to configure SPF, DKIM, and DMARC. These records help receiving mail systems confirm that InsightHire and your mail provider are allowed to send for your domain.

Never place SMTP passwords in documentation, tickets, shared spreadsheets, or source control. Rotate a credential immediately if it is exposed.

Troubleshooting

Authentication failed

Confirm the username and password, check whether an app password is required, and ask IT whether SMTP sending is enabled for the account.

The connection times out

Confirm the host and port. Ask IT whether a firewall blocks outbound mail connections and whether the provider expects STARTTLS on port 587 or SSL on port 465.

Messages go to spam

Verify SPF, DKIM, and DMARC; confirm the From address is authorized; and avoid sending large volumes immediately from a new domain or account.

The verification message does not arrive

Check spam and quarantine folders, confirm the recipient and From addresses, and review your provider's mail logs.

Some InsightHire messages use another sender

Certain system messages may use InsightHire's default mail service when no verified organization configuration applies. Confirm the exact message type with InsightHire support.

Sending from multiple team addresses

Once your SMTP configuration is verified, you can also send from named team addresses on the same verified domain — for example talent@company.com, interviews@company.com, or offers@company.com — without creating a separate SMTP configuration for each one.

InsightHire adds these as team senders. They:

Share the DKIM and SPF that already authorize your main SMTP configuration.
Can be assigned per template (rejection emails from talent@, offer emails from offers@, etc.).
Have their own display name and optional Reply-To.

See the Team sender addresses guide.

Real shared mailboxes (Pro tier)

For customers who want messages to land in a shared mailbox's own Sent folder — the way talent@company.com behaves in Gmail or Microsoft 365 — team senders can additionally be attached to an OAuth mailbox connection. Sent-folder mirroring, replies routed to the shared inbox, and delegated permissions all work through the provider itself.

See the Shared mailbox (OAuth) sending guide for the requirements and setup.