SMTP Setup

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To enable E-mail confirmations, the appropriate settings need to be configured first -- go to Maintenance / E-mail Setup / SMTP Setup.  This enables sending E-mail messages from within Campground Master.  (SMTP stands for "Simple Mail Transfer Protocol", which is a standard E-mail system used on the Internet.)  These settings are similar to configuring most E-mail applications in Windows, like Mozilla Thunderbird and Microsoft Outlook.

 

To use the E-mail functions like sending confirmation E-mails, Campground Master must be able to access an SMTP mail server via the internet.  If you're not using one of the E-mail services with specific examples below, contact your provider to see if they have an SMTP server available and what the settings should be.  Note that if you're using GMail or GSuite, then you can also use the "Oauth2" authentication which is more secure and avoids some of the issues with SMTP setup.

 

Note that another standard, "IMAP", is not currently supported.

 

 

Using the SMTP function to send E-mail

 

Once the SMTP configuration is done (particularly the Sender and Server information as mentioned below), then a new button will be available on the Reservation Transactions dialog to Send E-mail Form (like confirmation letters).  There will also be an Email Form button on Reservation Details and Customer Details, as well as right-click functions to send E-mails from the tab views, and Batch E-mailing will also be possible from the E-mail list reports for Customers and Reservations.

 

You can also send E-mail messages to customers using the blue "E-mail" link on Customer Details (but with SMTP configured it uses the built in E-mailing instead of opening the default E-mail program in Windows).

 

 

Global settings vs. different settings on each computer

 

If you're using the networking option, you'll see an option to either use global settings or use different settings on this computer.  In most cases you'll want to use global settings, since each computer on a local network generally needs to be set up the same (except for possibly the bind-to IP address, which is always a local setting anyway).  However if you use a computer to connect remotely, e.g. through the internet from various places, then you might need to use different settings on that computer depending on the specific internet connection (ISP) you're using at the time.  

 

Note: Be sure to select the option to use "different" settings before making changes to the settings, so you don't inadvertently change the global settings for everyone else!

 

 

Sender (defaults) Settings

 

Your name & E-mail address can be entered in the Sender section. The Name and E-mail entered here are used for both the "From" and the "Reply-To" for every E-mail you send.  Optionally you can check the options to have it use the Park's Name and Park's E-mail address, as defined for the Park (or Parks) through Park Setup.  This is useful if you have more than one park set up in the database, and want to use a different Reply address in confirmations depending on which park it's for.  (If an E-mail is sent to a customer without reference to a reservation, the park specified as the Park shown on non-reservation receipts will be used, and that setting is specific to each workstation.)  Note that if you do check these options, the name and E-mail addresses entered here will be ignored when appropriate park information is available.  However you should still fill in a default Name and E-mail address here, in case an the Park record doesn't have the E-mail field filled in.

 

Important: Many SMTP servers require these to be in the same "domain" as the SMTP host you're using.  For instance if you're using SMTP through your web host and your web site is myrvpark.com, then you might need to use an E-mail address that has @myrvpark.com in it.  Likewise, if using GMail use your username@gmail.com, etc.  

 

If you want to keep a copy of all E-mails sent, the best way is to fill in BCC all mail to with your E-mail address.  This will blind-copy each E-mail to yourself (or any address desired.  If you want to enter multiple E-mail addresses for the BCC, use the semicolon character (;) between each address to separate them.

 

 

Server Settings -- using GMail OAUTH2 Authentication

 

As of version 11.0, support has been added to send mail using OAuth2 through GMail.  While this is much simpler as far as the settings required in Campground Master, and allows you to keep your GMail account more secure, it does require an "Authentication" process to start with.  This is generally a "one time" process and only takes a minute or less, however it will need to be repeated occasionally, if you change passwords for instance.

 

To use this method, first make sure your GMail E-mail address is being used as the E-mail address in the Sender section (see above).  Then in the Server section, select "GMail OAuth2" for the Authentication Method.  Most other settings will be hidden since they aren't needed.

 

Next, click the Request OAuth Access button to start the authorization process.  A window will appear with the instructions (as shown below) -- click "Begin!" to start.

 

Note: If you get a pop-up from Windows Defender or other firewall, make sure you tell it to allow Campground Master for both Private and Public networks.

 

Your web browser will open and prompt you for authorization.  You must:

1. Log into your GMail account (or select the account to use).

.... If you see 'This app isn't verified', click "Advanced" and then click "Go to Campground Master (unsafe)"

2. Click "Allow" on the 'Grant Campground Master Permissions' page

3. Click "Allow" again on the 'Confirm your choices' page.

 

Important: You will have to complete these steps within 60 seconds of when you click 'Begin!'.  If you get an error 'Unable to connect' after those steps, then it took too long.  Close your browser, go back to Campground Master, and start again.  If necessary, you can increase this timeout on the SMTP Setup page.

 

 

If you decide not to continue before it's done, you can click the Cancel button to tell Campground Master to stop waiting for authorization -- otherwise it will wait until the timeout is finished and show an error.

 

Once you complete the steps, the window above will close and you will get a confirmation that Campground Master has been authorized.  

 

Important -- you may also get an E-mail from GMail indicating that a new application or device was authorized.  You should follow the link in the E-mail to "check the activity" and confirm that it was you who did it, to prevent Google from flagging it as a security issue.

 

Request OAuth Access button -- this is used for initial authorization (shown above), or any time you want to change which GMail account to use.  You can also use it again any time, it doesn't hurt anything to re-authorize.

 

Refresh OAuth Token button -- this is usually not necessary, since it will be refreshed automatically whenever needed to send E-mail. However if you have trouble sending E-mail, then you could try this to see what error information is being returned.

 

 

Server Settings -- using an SMTP Server (without GMail OAuth2)

 

The Host name/address is the name of server you'll use for sending mail.  If not using one of the common mail services like Yahoo or GMail illustrated below, this is usually "mail" or "smtp" followed by your ISP or web host domain name.  A couple examples are below:

 

 smtp.myrvpark.com        (for instance if you have your own domain name for your web site)

 mail.myisp.net        (for instance if you do E-mail through an ISP like Earthlink)

 

If you have any questions about the proper settings to use in SMTP Setup, please contact your internet provider, web host, or whatever service you're using to send mail.

 

Most SMTP servers now use port number 465 with SSL (or port 587 with TLS), and use Automatic authentication.  However some web hosts and other E-mail providers used other ports and options.  

 

The "Automatic" setting for Authentication Method should work in most cases, with the username and password filled in.  There are some cases where it cannot be automatically detected, though, so you can set it to one of several manual settings.  Also, the "Automatic" setting will not work if "POP3 before SMTP" authentication is required.

 

POP3 before SMTP authentication -- Some SMTP servers, typically ones used by web hosting services, may not have a login on the SMTP itself but may require you to read your E-mail (through the web host's POP3 server) before you can send mail through their SMTP server, with a time-out.  If this is the case for your SMTP host, select the "POP3 before SMTP" authentication method and provide the login, host, and port for the POP3 server.

 

Note that the Return Receipt option simply sets a flag in the E-mail requesting a return receipt when the E-mail is opened, but this does not guarantee anything since many E-mail programs don't support return receipts.

 

You can use the Test button on this Setup dialog to test your settings by sending an E-mail to yourself.  You can also change the E-mail to test sending to someone else, which is a good idea since in some cases you will be able to send mail to yourself but not someone at a different domain, due to insecure server settings.

 

 

Gmail Settings example -- when NOT using OAuth2 as described above

 

If you use Gmail (Google mail) and don't wish to use the OAuth2 authentication, use the settings below.  Reminder -- you can only use the GMail SMTP host if your E-mail address (for the From & Reply-to) is also an @gmail.com address.

 

Host Name/Address:        smtp.gmail.com

Port Number:                465

Use SSL:                Checked

Use TLS:                Unchecked

Authentication method:        Automatic

Username :                (your Gmail login)

Password :                (your Gmail password)

 

Important: You may also have to go into your Gmail account settings and enable access from 3rd party programs -- Google has a new feature that blocks SMTP for a lot of people until you change a security option.  To solve this:

 

1. Go to https://myaccount.google.com/

2. Sign in if needed.

3. Click on 'Signing in to Google'  or 'Apps with account access'

4. Toward the bottom you will find a box/section 'Allow less secure apps'.  Make sure it's "on" (click to the right end of the slider, it should turn blue).

 

Also Important: Also note that GMail will not allow SMTP access if you have "2-step verification" enabled for your account without using an "app password".  So one option is to make sure this is not enabled for your GMail account.  However if you require 2-step verification, then you need to set up an App Password to use with Campground Master.  Use this procedure (subject to change by Google):

 

1. Go to your Google Account: https://myaccount.google.com/

2. On the left navigation panel, choose Security.

3. On the "Signing in to Google" panel, choose App Passwords. If you don’t see this option, then one or more of these may be the reason:

2-Step Verification is not set up for your account.

2-Step Verification is set up for security keys only.

Your account is through work, school, or other organization.

You’ve turned on Advanced Protection for your account.

4. At the bottom, choose Select app and choose the app you’re using.

5. Choose Select device and choose the device you’re using.

6. Choose Generate.

7. Follow the instructions to enter the App Password. The App Password is the 16-character code in the yellow bar on your device.

8. Choose Done.

 

Now use that App Password as the password in your SMTP setup.

 

 

Yahoo Settings example

 

Yahoo settings are shown below.  Note that you must use your Yahoo E-mail address in the From/Reply To address or else it may not work.

 

Host Name/Address:        smtp.mail.yahoo.com

Port Number:                465

Use SSL:                Checked

Use TLS:                Unchecked

Authentication method:        Automatic

Username :                (your Yahoo login)

Password :                (your Yahoo password)

 

Reminder -- you can only use the yahoo SMTP host if your E-mail address (for the From & Reply-to) is also an @yahoo.com address.

 

Note: You may also have to go into your yahoo account settings and enable access from 3rd party programs -- Yahoo has a new feature that blocks SMTP until you change a security option.  To solve this:

 

1. Sign in if needed.

2. Go to "Account Security Settings" (or use this link):   https://login.yahoo.com/account/security

3. Toward the bottom you will find a setting 'Allow apps that use less secure sign in'.  Make sure it's "on" (click to the right end of the slider, it should turn blue).  If you don't see this option, then you probably have your Yahoo account set up to sign in with a "Yahoo Account key" instead of a password.  In this case, additional steps are required to allow using their SMTP server from Campground Master:

4. Click "Generate App Password" (or "Manage App Passwords") to add a new app password

5. Select "Other App" as the application type

6. Enter "Campground Master" for the name

7. Copy the password it gives you into the Password field in SMTP setup

 

 

Hotmail Settings example

 

If you use Hotmail, the settings should be:

 

Host Name/Address:        smtp.live.com

Port Number:                587

Use SSL:                Unchecked

Use TLS:                Checked

Authentication method:        Automatic

Username :                (your Hotmail login)

Password :                (your Hotmail password)

 

Reminder -- you can only use the Hotmail SMTP host if your E-mail address (for the From & Reply-to) is also an @hotmail.com or @live.com address.

 

 

Outlook Settings example

 

If you use Outlook.com, the settings should be:

 

Host Name/Address:        smtp-mail.outlook.com

Port Number:                587

Use SSL:                Unchecked

Use TLS:                Checked

Authentication method:        Automatic

Username :                (your Hotmail login)

Password :                (your Hotmail password)

 

Reminder -- you can only use the Outlook SMTP host if your E-mail address (for the From & Reply-to) is also an @outlook.com address.

 

 

America Online Settings example

 

If you use America Online for your Internet access, there is an SMTP server available for you to use.  Reminder -- you can only use the AOL SMTP host if your E-mail address (for the From & Reply-to) is also an @aol.com address.  The following Server settings should be used:

 

Host Name/Address:        smtp.aol.com

Port Number:                587

Use SSL:                Unchecked

Use TLS:                Checked

Authentication method:        Automatic

Username :                (your AOL screen name)

Password :                (your AOL password)

 

Also, the Sender E-mail address should be in the Internet format (your AOL screen name followed by "@aol.com"), such as: myscreenname@aol.com.  Note that any spaces in your screen name must be removed, so "My Screen Name" would become MyScreenName@aol.com.

 

 

 

Additional Topics:

 

Send E-mail (Preview)

 

Batch E-mailing options

 

Confirmation E-mail Text & Options

 

Invoice, Receipt and Statement E-mail text

 

 


Page URL https://CampgroundMaster.com/help/smtpsendmailsetup.html

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