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Connecting an SMTP provider
Enter your SMTP credentials
Fill in the following fields:
- SMTP Host — Your provider’s SMTP server address
- Port — Typically 587 (TLS) or 465 (SSL)
- Username — Your SMTP username or API key
- Password — Your SMTP password or API secret
- From Email — The email address recipients will see
- From Name — The display name for outgoing emails
Provider-specific settings
| Provider | SMTP host | Port | Username | Notes |
|---|---|---|---|---|
| Mailgun | smtp.mailgun.org | 587 | Your Mailgun SMTP username | Use the domain-specific credentials, not your account login |
| SendGrid | smtp.sendgrid.net | 587 | apikey (literal string) | The password is your SendGrid API key |
| Google Workspace | smtp-relay.gmail.com | 587 | Your Google Workspace email | Requires an app password if 2FA is enabled |
| Amazon SES | email-smtp..amazonaws.com | 587 | Your SES SMTP username | Generate SMTP credentials from the AWS SES console |
| Custom SMTP | Varies | 587 or 465 | Varies | Confirm TLS/SSL support with your provider |
Some providers require you to verify your sending domain before SMTP access is enabled. Complete domain verification on the provider’s dashboard before configuring Hoop.
DNS records for email deliverability
To prevent your emails from landing in spam, configure these DNS records for your sending domain:SPF record
Add a TXT record to your domain’s DNS that authorizes your SMTP provider to send on your behalf:mailgun.org with your provider’s SPF include value.
DKIM record
Your SMTP provider generates a DKIM key pair. Add the public key as a TXT or CNAME record in your DNS. This allows receiving servers to verify that your emails have not been tampered with.DMARC record
Add a DMARC TXT record at_dmarc.yourdomain.com:
Common SMTP issues
Authentication failed (535 error)
Authentication failed (535 error)
Double-check your username and password. For SendGrid, the username must be the literal string
apikey. For Mailgun, use the domain-specific SMTP credentials found under Sending > Domain Settings, not your account login. If you recently rotated credentials, update them in Hoop.Connection timed out
Connection timed out
Verify the SMTP host and port are correct. Port 587 with STARTTLS is the most widely supported option. If port 587 is blocked by your network, try port 465 with SSL. Also confirm that your provider has not suspended your account for billing issues.
Emails landing in spam
Emails landing in spam
Ensure SPF, DKIM, and DMARC records are correctly configured. Use an online mail testing tool to check your email score. Avoid sending from free email domains (gmail.com, yahoo.com) through custom SMTP — always use your business domain.
Emails bouncing back
Emails bouncing back
Check the bounce type. A hard bounce means the recipient address is invalid — remove it from your list. A soft bounce means a temporary issue like a full mailbox. Hoop automatically retries soft bounces up to three times. Review bounced addresses under Settings > Email Services > Bounce Log.
From address mismatch error
From address mismatch error
Your SMTP provider may reject emails if the “From Email” in Hoop does not match a verified sender address or domain on the provider. Verify the sending domain or add the specific email address in your provider’s dashboard.
Testing your SMTP configuration
After setup, verify that everything works:- Send a test email from Settings > Email Services > SMTP > Send Test Email
- Check the email headers in the received message to confirm SPF, DKIM, and DMARC all pass
- Send a test email from a workflow to confirm Hoop uses the custom SMTP connection for automated emails
- Monitor the Email Log under Settings > Email Services for delivery status and error messages