Change how your community's emails reach members: the sender name and address, where replies go, the welcome email new members get, and the email alerts your team receives. You can also send your community's email through your own mail server.
Who can do this: Community owners and admins. · Where: Web (admin console). · Plan: The welcome email and admin notifications are available on every platform plan. Saving a custom sender (Sender Identity) and Custom SMTP each depend on your platform plan.
Open the email and notification settings
Go to Admin → Settings → Email & Notifications. The page has four sections: Sender Identity, System Notifications, Admin Notifications, and Custom SMTP. After making changes, click Save Changes at the bottom of the page.
A section your plan doesn't include shows Upgrade to unlock, and its fields can't be edited. If you move to a plan without a custom sender or Custom SMTP, your emails go back to Mateflow's default sender and sending service. Your settings are kept and apply again when you upgrade.
Change the email sender name, From address, and Reply-To address
In Sender Identity:
- From Name: the name shown in members' inboxes. When it's empty, your community's name is used.
- From Email Address: the address your emails come from, on your own domain. It's used only after you verify the domain (see the next section).
- Reply-To Address (optional): where members' replies go, such as your support inbox. It's used for the welcome email, broadcasts, and the community digest.
When your sender settings take effect:
| Before the domain is verified | After the domain is verified | |
|---|---|---|
| Broadcasts | Your From Name, sent from Mateflow's default sender address | Your From Name and From Email Address |
| Transactional emails, such as the welcome email, notifications, invitations, and verification codes | Your community's name, sent from Mateflow's default sender | Your From Name and From Email Address |
Verify your own sending domain
To send from an address on your own domain, such as hello@yourdomain.com, verify the domain. Until it's verified, emails come from Mateflow's default sender.
- Enter the address in From Email Address and click Save Changes.
- Under Sending domain verification, click Verify. Mateflow generates the DNS records to add.
- Add each record (Type, Name, and Value) at your domain's DNS provider.
- Come back and click Verify again. When the records are found, the status changes from Pending verification to Verified.
DNS changes can take up to 48 hours to take effect. If you see Verification failed, the reason is shown with the records. Verify is unavailable while the From address has unsaved changes, so save first. If you switch to an address on another domain, verify that domain too.
Edit the welcome email for new members
The welcome email is sent automatically when someone registers. In System Notifications:
- Turn on Send Welcome Email.
- Enter a Welcome Email Subject and write the Welcome Email Body. Both are required while the welcome email is on.
- Click Save Changes.
The subject and body can include these variables:
{username}: the member's display name{site_name}: your community's name{app_download_url}: a link to download the Mateflow app. It's left empty if your platform plan removes Mateflow branding.
To stop sending it, turn off Send Welcome Email. The welcome email is separate from the welcome message members see inside the community. See Set up new-member onboarding.
Get an email when a new member joins
In Admin Notifications, turn on Notify on New Members ("Email administrators when a new member joins") and click Save Changes.
The email goes to the community owner and every admin with an email address. Moderators and custom roles don't get it. It's sent when someone becomes a full member: they sign up with email, social login, or single sign-on (SSO), complete a paid sign-up, or have their join request approved. Each recipient gets their own email.
Send community email through your own SMTP server
Custom SMTP sends most of the email your community sends to members, including the community digest, through your own mail server instead of Mateflow's sending service. Broadcasts are the exception: "Broadcast emails are always sent through Mateflow, so opens and clicks can be tracked."
- Enter the SMTP Host, Port, Username, and Password from your email provider.
- Keep Use TLS/SSL on to encrypt the connection.
- Click Save Changes.
Custom SMTP has no fallback. If your server fails, Mateflow retries the email but doesn't send it through its own service instead, so wrong details mean your community's emails aren't delivered. To go back to Mateflow's default sending, clear SMTP Host and save. After saving, the password isn't shown again; leave the field blank to keep it. Community digest emails sent through your own server have no open or click tracking.
What members control about their notification emails
Members decide which notification emails they get, and you can't change their settings for them. In Settings → Notifications, each member picks channels and categories, sets an Email Digest Frequency, and can turn off Marketing Emails. See Choose your notifications.
Other automatic emails, such as verification codes, have fixed content. To write your own emails to members, send a broadcast or set up the community digest.
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