By default, ShootMuse sends emails on your behalf through our shared email service. While this works, your clients will see a generic sender address. Connecting your own email means every invoice, contract, reminder, and automated workflow email comes from you@yourdomain.com — building trust and keeping everything on-brand.
Why Connect Your Email?
- Professional appearance — Emails come from your business address, not a third-party service.
- Better deliverability — Emails from your own domain are less likely to land in spam, especially if you have SPF and DKIM configured.
- Client trust — When a client receives an invoice or contract, they see a sender they recognize.
- Reply handling — Client replies go directly to your inbox, not to a no-reply address.
Navigate to Email Settings
Go to Settings (bottom of the sidebar) and scroll to the Email & SMTP section. You'll see fields for:
- SMTP Enabled — Toggle this on to use your own email server.
- SMTP Host — The mail server address.
- SMTP Port — The port number (usually 587 or 465).
- SMTP Username — Usually your full email address.
- SMTP Password — Your email password or app-specific password.
- From Name — The name that appears in the "From" field (e.g., "Sarah Johnson Photography").
- From Email — The email address shown as the sender.
Gmail Setup (Most Common)
Gmail requires an App Password instead of your regular Google password. This is a security measure — it lets ShootMuse send emails without needing access to your full Google account.
Step 1: Enable 2-Step Verification
App Passwords require 2-Step Verification to be active on your Google account:
- Go to myaccount.google.com/security
- Under "How you sign in to Google," click 2-Step Verification
- Follow the prompts to enable it (if not already enabled)
Step 2: Generate an App Password
- Go to myaccount.google.com/apppasswords
- In the "App name" field, type ShootMuse
- Click Create
- Google displays a 16-character password (like
abcd efgh ijkl mnop). Copy this — you won't see it again.
Step 3: Enter the Settings in ShootMuse
| Field | Value |
|---|---|
| SMTP Host | smtp.gmail.com |
| SMTP Port | 587 |
| SMTP Username | Your full Gmail address (e.g., you@gmail.com) |
| SMTP Password | The 16-character App Password from Step 2 |
| From Name | Your business name |
| From Email | Your Gmail address |
Step 4: Test the Connection
Click the Test Connection button. ShootMuse sends a test email to your own address. If it arrives, you're all set. If it fails, check the troubleshooting section below.
Google Workspace (Business Gmail)
If you use Google Workspace (youremail@yourdomain.com through Google), the setup is identical to Gmail above. Use smtp.gmail.com as the host and generate an App Password the same way. The only difference is your username and From Email will be your custom domain address instead of @gmail.com.
Other Email Providers
Here are the SMTP settings for other common providers:
| Provider | SMTP Host | Port | Notes |
|---|---|---|---|
| Outlook / Hotmail | smtp-mail.outlook.com | 587 | Use your full email as username |
| Yahoo Mail | smtp.mail.yahoo.com | 587 | Requires App Password (similar to Gmail) |
| iCloud Mail | smtp.mail.me.com | 587 | Requires App-Specific Password from appleid.apple.com |
| GoDaddy (Microsoft 365) | smtp.office365.com | 587 | Use your full email as username |
| Namecheap (Private Email) | mail.privateemail.com | 587 | Use your full email as username |
| Zoho Mail | smtp.zoho.com | 587 | Requires App Password |
If your provider isn't listed, contact them and ask for "SMTP settings for a third-party email client." You need: host, port, and whether they require an app-specific password.
Troubleshooting Common Errors
"Authentication failed" or "Invalid credentials"
- Gmail: Make sure you're using an App Password, not your regular Google password. Regular passwords don't work with SMTP.
- Typo in username: The SMTP username must be your full email address, including the @domain part.
- Spaces in password: If you copied the App Password with spaces, try removing them. Google displays App Passwords with spaces for readability, but some systems need them without.
"Connection timed out" or "Could not connect"
- Wrong port: Try port 465 instead of 587 (or vice versa). Port 587 uses STARTTLS, port 465 uses SSL/TLS.
- Firewall: Some networks (corporate WiFi, university networks) block outgoing SMTP connections. Try from a different network.
"From address not allowed" or "Sender verification failed"
- Mismatched From Email: Some providers require the "From Email" to exactly match the SMTP username. Make sure they're identical.
- Google Workspace alias: If you're trying to send from an alias, you need to configure it as a "Send as" address in Gmail settings first.
"Message rejected" or low deliverability
- Missing SPF/DKIM records: If you're using a custom domain, make sure your DNS has SPF and DKIM records configured for your email provider. This is typically a one-time setup in your domain registrar's DNS settings.
What Emails Does ShootMuse Send?
Once connected, your SMTP settings are used for all outgoing email from the platform:
- Invoices (sending and reminders)
- Contracts (sending for signature)
- Gallery sharing links and reminders
- Workflow-triggered emails (confirmations, questionnaires, follow-ups)
- Manual emails composed from the Communications panel on client or session detail pages
- AI-drafted emails (session reminders, thank-you notes, rebooking suggestions)
If SMTP is not connected, ShootMuse falls back to the built-in email service. Your emails will still send, but they'll come from a generic ShootMuse address.