Email Settings

Email Settings allow you to manage the email account used by Trainn to send and receive emails, such as notifications and system-generated messages. You configure email settings when you want to customize how your academy communicates with learners and ensure emails are sent from your preferred domain.

When you configure email settings, all the emails your customers receive, such as digest emails, notification emails, can be modified to be delivered through your email service provider. 

Email Settings are configured based on the Simple Mail Transfer Protocol (SMTP) option selected. SMTP is the set of rules and the service that allows Trainn to send emails reliably to anyone, anywhere on the internet.

1. Configure Default SMTP Option

When you choose the Default option, you can modify only the reply-to settings:

1. Navigate to Email Settings from the left-side navigation bar

2. Select Default as your SMTP option

3. Enter the Reply-to name - The name to which replies will be sent

4. Enter the Reply-to email - The email address to which replies will be sent

5. Click Save

The email will be sent from support@trainn.co, and only replies can be routed to an email address of your choice.

2. Configure SendGrid SMTP Option

SendGrid is a cloud-based email platform that helps businesses send large volumes of emails reliably and efficiently.

Steps

1. Log in to your SendGrid account

2. Generate an API Key within their platform

3. Ensure the API Key has the necessary permissions for sending emails

4. Copy the generated API Key

5. Navigate to Email Settings in Trainn

6. Select SendGrid as your SMTP option

7. Paste the API Key into the API Key field

Configure sender address

8. Enter the From Name - The name from which the email will be sent

9. Enter the From Email - The sender email address

10. Click Save

Security Note: Treat your API Key as confidential. Do not share it publicly.

When learners receive email notifications, they will be from your specialized domain.

3. SMTP Option: Custom

The Custom SMTP option allows you to integrate Trainn with your own email server or a third-party SMTP service that is not pre-listed. This provides maximum flexibility and control over your email sending infrastructure.

Configuration:

Steps

1. Gather the following details from your email service provider or IT department:

   • SMTP Server Address: The hostname or IP address of your outgoing mail server (e.g., smtp.yourdomain.com)

   • Port Number: The port number used by your SMTP server for sending emails (common ports are 25, 465, or 587)

   • Username: The username (often your full email address) for authenticating with your SMTP server

   • Password: The password for the email account used to authenticate with the SMTP server. For some providers (like Gmail with two-factor authentication), you might need an App Password

2. Navigate to Email Settings in Trainn

3. Select Custom as your SMTP option

4. Enter the SMTP server details collected in step 1

5. Test the connection to ensure proper configuration

6. Click Save

Configuring sender address

7. Setup the From Name and From Email for the email

Additional Documents

1. If you are setting up custom SMTP configuration via Microsoft, refer to this documentation.

2. If you are setting custom SMTP configuration via Google, refer to this documentation.

Configure Academy Email Notifications

Academy email notifications allow you to customize automated emails sent to learners for various events.

Steps

1. Navigate to Email Settings from the left-side navigation bar

2. Click Academy Email Notifications

3. Click Enable to enable email sending for each email topic

4. Click Edit Template to modify the email content for specific categories

Email Categories

To customize email notification templates: 

1. Navigate to Email Settings

2. Select Academy Email Notifications from the top menu bar

Welcome Mail Enable Welcome mail to send an email when a learner signs up or logs in to your Academy.

Invite Mail Enable invite email to be sent when the admin invites a learner to their academy. 

Learn how to invite learners to academy.

Course Completion Reminder Mail: Send automated reminder emails to help learners complete courses they haven't finished. 

You can set the duration (after how many weeks of learner inactivity should reminder emails be sent).

Course Assignment Mail:  An email is sent when an admin assigns a new course to learners, notifying the learner about the course assignment.