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Email Setup (Administrator)

This guide covers configuring email for ChurchCRM so the system can send notifications, password resets, and bulk emails to your congregation.

Overview​

ChurchCRM uses email for:

  • System notifications — password resets, new user setup
  • Parent alerts — kiosk check-in notifications to parents
  • Cart email — opens your email client with recipients (no server config needed)
  • Mailchimp — bulk newsletters (configured separately in Integration settings)

For outbound email (notifications, alerts), configure Admin → Edit General Settings → Email Settings.

Step-by-step: Configuring SMTP​

  1. Log in to ChurchCRM as an administrator.
  2. Go to Admin → Edit General Settings.
  3. Select the Email Settings tab.
  4. Enter the following:
    • SMTP Host — Your mail server (e.g., smtp.gmail.com, mail.yourchurch.org)
    • SMTP Port — Usually 465 (SSL) or 587 (TLS)
    • SMTP Username — Your email account username
    • SMTP Password — Your email account password
    • Default "To" Email — Address for system requests (e.g., webmaster@yourchurch.org)
  5. Click Save.

Common SMTP Providers​

Gmail​

  1. Enable 2-Step Verification on your Google account.
  2. Create an App Password.
  3. In ChurchCRM:
    • SMTP Host: smtp.gmail.com
    • SMTP Port: 587 (TLS) or 465 (SSL)
    • SMTP Username: Your Gmail address
    • SMTP Password: The App Password (not your regular password)

Microsoft 365 / Outlook​

  • SMTP Host: smtp.office365.com
  • SMTP Port: 587
  • SMTP Username: Your full email address
  • SMTP Password: Your account password

Church Hosting (cPanel, Plesk, etc.)​

Use your hosting provider's SMTP server — often the same as your incoming mail server:

  • SMTP Host: mail.yourchurch.org or the hostname provided by your host
  • SMTP Port: 465 (SSL) or 587 (TLS)
  • SMTP Username: Your email address
  • SMTP Password: Your email password

Testing Email​

  1. After saving settings, use Admin → Edit General Settings → Email Settings.
  2. Look for a Send Test Email or Test button if available.
  3. Or trigger a password reset for a test user to verify delivery.

Troubleshooting​

"Could not send email"​

  • Check SMTP credentials — Username and password must be correct.
  • Check SMTP port — 587 (TLS) or 465 (SSL) are typical; some hosts block 25.
  • Check firewall — Ensure outbound connections to your SMTP port are allowed.

Gmail "Less secure app" or "App password required"​

  • Use an App Password, not your regular Gmail password.
  • 2-Step Verification must be enabled to create App Passwords.

Emails go to spam​

  • Configure SPF, DKIM, and DMARC for your domain.
  • Use a reputable SMTP provider or your church's official mail server.