In this article, you will learn how to connect your own SMTP server to the AirLST Suite so that invitations, confirmations, and all other emails are sent through your company’s email infrastructure.
WHAT IS YOUR OWN SMTP SERVER?
SMTP (Simple Mail Transfer Protocol) is the standard protocol for sending emails. An SMTP server is the outgoing mail server through which emails are delivered to recipients.
Without custom configuration, the AirLST Suite sends all emails through AirLST’s own sending infrastructure. When you connect your own SMTP server, the AirLST Suite instead hands the emails over to your mail server, which then delivers them to the guests.
This is particularly useful if:
- Your IT policies require emails with your domain to be sent exclusively through your own servers.
- Emails need to be reliably delivered to internal recipients without having to approve external sending services.
- You want to track sending completely within your own systems.
REQUIREMENTS
Before you start, you need:
- Your mail server’s SMTP credentials (host, port, encryption, username, and password) – you can obtain these from your IT department or email provider.
- A sender address that is authorised to send through this SMTP server.
- Your mail server to allow connections from the AirLST Suite (e.g. through a firewall or IP allowlist).
STEP-BY-STEP GUIDE
- In the sidebar, open the menu path > Email > Custom SMTP.
- Click "+ Create new custom mailer".
- Enter your mail server credentials in the required fields (see the table below).
- Open the Advanced section if required.
- Click Save.
- Send a test email to yourself and check delivery, sender, and appearance.
FIELDS AT A GLANCE
| Field | Description |
|---|---|
| Host address | Address of your outgoing mail server, e.g. smtp.your-domain.com |
| Port number | Port on which the server accepts connections. The default is 587, the standard port for encrypted sending. |
| Encryption type | Encryption method for the connection; TLS is selected by default. Choose the method specified by your mail server. |
| Username | Username for logging in to the SMTP server, often the full email address |
| Password | Password or app password for logging in to the SMTP server |
| Sender address | Address that your guests see as the sender. It must be authorised to send through this server. |
All fields are required.
| Note: All entered values, including the password, are stored encrypted using AES-256. |
| Tip: If your company uses Microsoft 365 or Google Workspace, an app password is often required, or SMTP authentication must first be enabled by your IT department for the mailbox being used. |
| Important: Many mail servers and email providers limit the number of emails that may be sent per hour or per day. Clarify these limits with your IT department before sending large volumes so that invitations to many guests are not delayed or blocked. |
FREQUENTLY ASKED QUESTIONS
The connection fails – what can I do?
Check the host, port, and encryption for typing errors and make sure the port and encryption are compatible. The most common cause is that the mail server does not allow connections from the AirLST Suite – in this case, ask your IT department to allow the connection.
The connection works, but emails are not delivered?
Check whether the sender email address is authorised to send through the server, and ask your IT department to check the mail server logs. Also check the recipients’ spam folders.
Does the setting apply to all events?
The SMTP configuration applies to the entire company and all events.
Can I still see the delivery and open status of my emails?
Please note that in this case the reporting functions for sent emails are not available in AirLST, as sending takes place outside our tracking system.
DO YOU HAVE ANY QUESTIONS?
If you have any questions, our Customer Service Team is available to assist you.