> For the complete documentation index, see [llms.txt](https://wiki.inels.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://wiki.inels.com/inels-harmony/administration/step-9-email-notifications.md).

# Step 9 · Email notifications

SMTP, guest confirmations, templates and scheduled manager reports.

Harmony can email guests when their booking changes, and email managers a summary on a schedule. Everything is under **Settings → Email**.

Work in this order: connect SMTP and prove it, choose which events send mail, edit the wording, then set up reports.

## Connect an SMTP server

Turn on **Enable email notifications** — the master switch. With it off, nothing is sent no matter what else is configured.

| Field            | What to enter                                                                             |
| ---------------- | ----------------------------------------------------------------------------------------- |
| **Host**         | The mail server, e.g. `smtp.example.com`                                                  |
| **Port**         | Usually `587` with TLS. `465` and `25` also occur.                                        |
| **Username**     | The mailbox account, normally the full email address                                      |
| **Password**     | Its password — or an app password, see below                                              |
| **From address** | What guests see. Use the display form: `Grand Palace Hotel <noreply@grandpalace.example>` |
| **Use TLS**      | Leave on for port 587                                                                     |

{% hint style="warning" %}
**Gmail and Microsoft 365 will refuse your normal mailbox password.** Create a 16-character **app password** (in Google, at `myaccount.google.com/apppasswords`) and paste that instead. Both providers require two-factor authentication on the account first.
{% endhint %}

#### Prove it before going further

Put an address in **Send test email to**, pick an event, click **Send test**. **Do not continue until a real message arrives** — everything below depends on this working. Then click **Save SMTP settings**.

## Choose which events send mail

The **Guest notification events** table lists what can trigger an email — a booking confirmed, booked or cancelled — with the condition that fires it and a switch.

Turn on only what the hotel actually wants. A guest who receives five automated emails for one two-night stay stops reading all of them. Click **Save event toggles**.

## Edit the templates

Under **Email template**, pick an event and edit its **Subject** and body. The body is a rich text editor, so headings, bold text and links all work.

* **Preview** renders the template with sample data — always use it before saving
* **Reset to default** restores the shipped wording if an edit goes wrong
* **Save template** stores your version

{% hint style="success" %}
**What makes a good confirmation email.** Guests want four things: the dates, the room, the hotel's address and a phone number. Put those above the fold. Keep the subject short enough to read on a phone — "Your booking at Grand Palace Hotel is confirmed".
{% endhint %}

## Scheduled reports

Under **Scheduled reports**, Harmony can email managers a summary on a timetable — arrivals, departures and housekeeping status, without anyone opening the app. A send shortly before the first shift starts works best.

## If email is not arriving

<details>

<summary>Work through these in order</summary>

1. **Is the master switch on?**
2. **Does Send test work?** If not, the problem is SMTP, not Harmony.
3. **Does the provider need an app password?** Almost certainly yes for Gmail or Microsoft 365.
4. **Is the specific event enabled?** A working test plus a silent booking usually means the event toggle is off.
5. **Check spam.** A "from" address on a domain unrelated to the SMTP server is often filtered — use an address on the same domain as the mail account.
6. **Check the port.** Many networks block outbound 25. Use 587.
7. **Read the Logs** for the mail server's own reply.

</details>