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Set Up Custom Email for Your School

Send notifications, newsletters, and enrollment alerts from your school's own email address instead of the default platform address.

By default, My Academy HQ sends emails from our platform address. Connecting your own SMTP server means parents see emails from an address they recognize and trust — improving open rates and keeping communication on-brand.

1

Gather Your SMTP Credentials

You need four pieces of information from your email provider: SMTP Host, SMTP Port, Username, and Password.

Gmail — Host is smtp.gmail.com, Port is 587, Username is your full Gmail address.

Outlook / Microsoft 365 — Host is smtp.office365.com, Port is 587, Username is your full email address.

Custom domain (e.g. Google Workspace, Zoho, Fastmail) — Check your provider's SMTP documentation for the host and port. The username is typically your full email address.

2

Generate an App Password (Gmail)

Gmail requires an App Password instead of your regular password when two-factor authentication is enabled.

Go to myaccount.google.com/apppasswords.

Sign in if prompted, then click Select app and choose Mail. Click Select device and choose Other, type “My Academy HQ”, and click Generate.

Copy the 16-character password that appears. This is your SMTP password.

If you do not see the App Passwords option, you need to enable 2-Step Verification on your Google account first at myaccount.google.com/security.

3

Enter Your SMTP Settings

In your admin dashboard, go to Settings → Integrations.

In the Email (SMTP) card, enter your SMTP Host, Port, Username, and Password.

Optionally set the Apply/Enrollment Email — this is the address that receives application form submissions. If left blank, submissions go to the SMTP username address.

Click Save Changes.

The badge will update from “Using Platform Default” to “Configured”.

Troubleshooting

Emails are not being delivered+
Verify the SMTP host and port are correct. Check that your password is an App Password (not your login password) if using Gmail. Look in your email provider's sent folder or outbox for errors.
Emails land in spam+
Add an SPF record for your domain that authorizes the SMTP server. Consider adding a DKIM record as well. Contact your email provider for their recommended DNS records.
I want to go back to the platform default+
Clear all four SMTP fields (host, port, username, password) and save. The badge will revert to "Using Platform Default."

Ready to send emails from your school's address?

Head to your Integrations settings to configure email now.

Go to Integrations