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E-mailbezorging

Outgoing mail is one setting for the whole organisation: one transport, one signature, one brand. What your client reads, you rewrite on the same screen.

What you need

  • An API key at Brevo, SendGrid or SMTP2GO, or the details of your own SMTP server: host, port, security, username and password.
  • A sender address on a domain you are allowed to use. SPF and DKIM you arrange at your provider; the app does not check them.
  • The settings.email.manage permission, which by default sits with admins only.
  • Brand name, logo and primary colour filled in under Instellingen → Huisstijl (Settings → Branding): that is the wrapper the mail leaves in.

How to connect it

  1. 1 Open Instellingen → E-mail (Settings → Email), in the group Communicatie & koppelingen. The whole screen sits behind settings.email.manage, including reading it: it holds API keys and SMTP passwords.
  2. 2 Pick your transport under Provider: Eigen SMTP-server (your own SMTP server), Brevo, SendGrid or SMTP2GO. The option Inbegrepen e-mail (included email) only appears when the operator of the installation offers a transport to your organisation.
  3. 3 Fill in Afzendernaam (sender name) and Afzenderadres (sender address) — both required — plus an optional Antwoordadres (reply-to). Own SMTP adds SMTP-server, Poort (587 by default), Beveiliging (STARTTLS, SSL/TLS or none), Gebruikersnaam and Wachtwoord; Brevo, SendGrid and SMTP2GO need only an API-sleutel (API key). Stored secrets never come back out of the API; leaving the field empty keeps what is there.
  4. 4 Optionally paste an E-mailhandtekening (email signature); HTML is allowed. It is appended at the single send seam to every outgoing mail, so you never repeat it per screen. Leave it blank for no signature.
  5. 5 Save, then press Verstuur testmail (send test mail). On success you read Testmail verzonden; controleer je inbox. On failure you get your provider's own error text, which is the whole point of the button.
  6. 6 Set the branding under Instellingen → Huisstijl (Settings → Branding): Merknaam, Merknaam naast het logo tonen, Logo and Primaire kleur. That is what wraps around every mail; the internal organisation name never appears in one.
  7. 7 Rewrite the client-facing mails at the bottom of the same screen, under E-mailsjablonen (email templates). One card per kind per language, with Onderwerp (subject) and HTML-inhoud (HTML body), the available variables listed beside them, an Aangepast / Standaard in gebruik badge, and a Verstuur test button that mails a realistic preview to you. Emptying both fields resets that kind to the built-in template.

Over HTTP, not over port 587

Brevo, SendGrid and SMTP2GO are called on their official HTTP API, not on their SMTP relay. That pays off twice: a JSON error body is something you can read and an SMTP dialogue is not, and outbound traffic over 443 gets through firewalls that keep 587 shut. If you would rather use your own mail server, pick Eigen SMTP-server and fill in host, port and security yourself.

Which transport wins

Per mail the choice runs in a fixed order. Mind the difference between stored and active: an organisation on included email has nothing stored and sends perfectly well. The screen then reads Actief: Inbegrepen e-mail, with the resolved sender underneath.

  • If you have your own transport configured, everything goes through it.
  • If not, the installation's transport, provided the operator offers one and your organisation is entitled to it.
  • Neither: the mail does not leave and says email has not been configured yet.

What your client reads, you write yourself

The template editor only offers the kinds belonging to the modules your organisation has enabled, and each kind appears once per language. Every declared variable always resolves, to an empty string if it must, so a stray {reference} never lands in a client's inbox.

  • Core: Uitnodiging (invite) and Wachtwoord herstellen (password reset), with {brand}, {name} and {link}.
  • Invoicing: invoice, quote and reminder, carrying number, total, due date and outstanding amount among others.
  • Reporting: the monthly report, with client, period, sender and the link.

Still readable in Outlook

Every mail goes out multipart and the plain-text part is composed first: it stands on its own and carries every link the mail promises. The HTML is deliberately old-fashioned — tables, inline styles, 600 pixels wide, no webfonts — because Gmail clips large mails and Outlook renders with Word. Attachments are part of it: a sent invoice carries its own PDF. The language is the recipient's, else the organisation's, else Dutch; dates print European.

Permissions

Grant these to the role that manages this integration (Settings → Roles). Admin-only by default, and never to the client role.

  • settings.email.manage The whole Instellingen → E-mail screen: reading, saving and deleting the transport, sending a test mail and editing the templates. Admins only by default, reading included, because it holds keys and passwords.
  • settings.branding.write Instellingen → Huisstijl: the logo, brand name and primary colour every outgoing mail is wrapped in. Admins only by default.

What it deliberately does not do

  • No delivery statistics in the app: no bounce overview, no SPF or DKIM checker and no suppression list. What happened to a mail, you read in your provider's own dashboard.
  • Only the kinds shown in the template editor can be reworded; notification mails are not among them.
  • On included email the sender is the installation's address, because SPF and DKIM belong to the operator's domain. To put your own domain in the From header, configure your own transport.
  • Brevo, SendGrid and SMTP2GO are used over their HTTP APIs; their SMTP relays are not called.
  • The HTML stays deliberately old-fashioned: no flex or grid, no webfonts, no separate dark-mode variant.
  • Template text only substitutes {variable}; there is no singular or plural logic, so word a sentence that reads correctly with any number in it.

Where to find it Instellingen → E-mail (Settings → Email) for the transport, the signature and the templates; Instellingen → Huisstijl (Settings → Branding) for the logo, brand name and colour every mail is wrapped in.

Read the guide

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