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Email Configuration

Inletbase sends emails from your own email account, not from a shared Inletbase address. So the emails your team and your visitors receive come straight from you, which looks trusted and helps them land in the inbox. Setting this up takes two steps: connect an email account to your workspace, then choose who gets notified on each form.

You must connect an email account first

Until at least one email account is connected, your forms cannot accept submissions. If nothing is connected, forms are paused and entries are not saved. Connecting an account (Step 1 below) turns them on.

Step 1: Connect an email account

Go to Settings, then Connected Accounts, and click Connect Account. Pick your email provider and follow the steps. You can connect more than one account.

Providers you can use today:

  • Gmail: sign in with Google (the easiest way), or use an app password.
  • Outlook / Office 365: sign in with Microsoft.
  • Yahoo: connect with an app password.
  • Zoho: connect with an app password and pick your region.
  • Custom SMTP: enter your own mail server details (host, port, username, password, and the from address).

More providers, including transactional services like SendGrid, Mailgun, and Amazon SES, are coming soon.

What is an app password? It is a special password you create inside your email account's security settings, made just for connecting other apps. Gmail, Yahoo, and Zoho use one. For Gmail and Outlook, signing in is the simplest option and you will not need an app password.

After you connect an account, it appears in your list. If you connect more than one, click Set Default on the one you want your forms to use by default. You can remove an account at any time.

Step 2: Choose who gets notified on your form

Open a form, go to the Email Settings tab, and set the following:

  • Sending Provider: leave this on Use Organization Default, or pick a specific connected account for this form.
  • Subject Line (required): the subject of the notification email. You can drop in details from the submission using {{form_name}} or any field key, like {{name}}.
  • From Name (optional): the name people see the email is from, like "Acme Sales".
  • To Email (required): the address, or addresses, that should get an email when someone submits. Add as many as you want.
  • Cc and Bcc (optional): extra addresses to copy on every notification.

Click Save when you are done.

If you leave To Email empty, Inletbase still tries to reach you. It sends to your connected account's own address, and if that is missing, to the workspace owner's email. Setting To Email yourself is the safest choice.

Notifications and auto-replies are different

There are two kinds of email, and it helps to know which is which:

  • Notification email: goes to you and your team every time someone submits. You set this up here, with To, Cc, Bcc, the subject, and the from name. It is always sent.
  • Auto-reply: goes back to the person who filled in the form, to thank them or answer them. You set this up separately. See AI Auto-Replies.

Who your emails come from

Emails are sent from your connected account's address. For example, if you connect a Gmail account, your form emails come from that Gmail address. You can change the name people see with From Name, but the address itself stays the same. This is a rule set by email providers like Gmail and Outlook, and it helps your emails look genuine.

Will my emails reach the inbox?

Because Inletbase sends through your own email account, your emails carry that account's good reputation, so they usually reach the inbox with no extra setup. If you use Custom SMTP, delivery depends on your own mail server. Sending from a real, active account rather than a brand new one gives the best results.

If emails are going to spam or not arriving, see the Troubleshooting & FAQ.

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