Super Admin Email Settings - GT-Edge-AI/GT-AI-OS GitHub Wiki

Gen 3: This is a legacy Gen 2 article. For current GT AI OS 3.0 guidance, see gen3-admin/email-settings.

Email Settings

Configure SMTP for password reset emails, welcome emails, and system notifications. Email functionality is essential for Enterprise features.

Overview

The Email Settings page allows Super Admins to:

  • Configure SMTP server connection
  • Test email delivery
  • Customize email templates
  • Manage welcome email settings
  • Configure broadcast notifications

Accessing Email Settings

  1. Click Email Settings in the sidebar
  2. The page displays SMTP configuration and template options

Key Features

Feature Description
SMTP Configuration Server connection settings
Test Email Verify configuration works
Welcome Emails Automatic emails for new users
Email Templates Customize email content
CC Recipients Copy emails to administrators

SMTP Configuration

Required Settings

Configure these fields to enable email:

Field Description Example
SMTP Host Email server address smtp.gmail.com
SMTP Port Connection port 587
Username Authentication username [email protected]
Password Authentication password Your password or app password
From Email Sender email address [email protected]
From Name Sender display name GT AI OS
Use TLS Enable encryption Enabled (recommended)

How To: Configure SMTP

  1. Navigate to Email Settings
  2. Select the SMTP Configuration tab
  3. Enter your server details
  4. Click Save
  5. Click Send Test Email to verify

Note: Password is encrypted before storage. Leave blank when updating to keep existing password.

Common Provider Settings

Gmail

Setting Value
Host smtp.gmail.com
Port 587
TLS Enabled
Username Your full Gmail address
Password App Password (not regular password)

Creating Gmail App Password:

  1. Go to https://myaccount.google.com/apppasswords
  2. Sign in with 2-Step Verification enabled
  3. Select "Mail" and your device
  4. Click "Generate"
  5. Use the 16-character password

Microsoft 365 / Outlook

Setting Value
Host smtp.office365.com
Port 587
TLS Enabled
Username Your full email address
Password Your password or app password

Amazon SES

Setting Value
Host email-smtp.{region}.amazonaws.com
Port 587
TLS Enabled
Username SES SMTP username (from IAM)
Password SES SMTP password (from IAM)

Note: Verify your domain and email addresses in SES first.

SendGrid

Setting Value
Host smtp.sendgrid.net
Port 587
TLS Enabled
Username apikey
Password Your SendGrid API key

How To: Test Email Configuration

Verify your SMTP settings work:

  1. Navigate to Email Settings
  2. Find Send Test Email section
  3. Enter your email address
  4. Click Send Test Email
  5. Check your inbox (and spam folder)

Test Results

Result Meaning
Success SMTP configured correctly
Auth Failed Username or password incorrect
Connection Failed Cannot reach SMTP server
SMTP Error Server rejected the email

Password Reset Emails

With SMTP configured, password reset works automatically:

  1. User clicks "Forgot Password?" on login
  2. User enters their email
  3. System sends reset link (valid 15 minutes)
  4. User clicks link and sets new password

Security Features

Feature Description
Token Encryption AES-256 encrypted tokens
15-Minute Expiry Tokens expire quickly
Rate Limiting 5 requests per email per hour
Audit Logging All resets are logged

Welcome Email Configuration

Configure automatic emails for new users:

Accessing Welcome Email Settings

  1. Navigate to Email Settings
  2. Select the Welcome Email tab

Settings

Setting Description
Enabled Toggle welcome emails on/off
Subject Email subject line
Body Email content
CC Emails Additional recipients

Available Placeholders

Use these in subject or body:

Placeholder Replaced With
{user_name} User's full name
{tenant_name} Organization name
{login_url} Tenant App login URL

Default Template

Subject:

GT AI OS Welcome Email for {user_name} | {tenant_name}

Body:

Welcome to the GT Edge AI service!

To access the platform please go to: {login_url}

Login Instructions:
1. Click "Forgot Password?" and enter your email
2. Click the reset link in your email
3. Set your password
4. Log in with your email and new password
5. Set up Two-Factor Authentication

Support: [email protected]

Email Templates

Customize various email templates:

Available Templates

Template When Sent
Welcome When new user is created
Password Reset When password reset requested
Invite When user is invited to team
Broadcast Admin-initiated announcements

How To: Edit Templates

  1. Navigate to Email Settings
  2. Select the Email Templates tab (or navigate to Email Templates page)
  3. Select the template to edit
  4. Modify subject and body
  5. Use placeholders as needed
  6. Click Save

Adding CC Recipients

Send copies of emails to administrators:

  1. Navigate to Email Settings
  2. Select the Welcome Email tab
  3. Find CC Emails section
  4. Click Add
  5. Enter administrator email address
  6. Click Save

All welcome emails will be copied to these addresses.

Troubleshooting

"Test email not received"

Check Solution
Spam folder Check junk/spam folder
From address Must be authorized for your SMTP server
Credentials Verify username and password
Different recipient Try a different email address

"Authentication failed"

Provider Fix
Gmail Use App Password, not regular password
Office 365 Enable "Authenticated SMTP" in admin portal
Others Verify username format (full email vs username)

"Connection failed"

Cause Solution
Wrong host Verify SMTP host address
Wrong port Try 587 (TLS) or 465 (SSL)
Firewall Ensure outbound port is open
TLS mismatch Toggle "Use TLS" setting

"Password reset not sending"

  1. Verify SMTP is configured and tested
  2. Check user exists and is active
  3. Wait if rate limited (5 requests/hour)
  4. Check backend logs for errors

Checking Logs

# View SMTP-related logs
docker compose logs control-panel-backend --tail 100 | grep -i smtp

# View email-related logs
docker compose logs control-panel-backend --tail 100 | grep -i email

Security Best Practices

Practice Recommendation
Dedicated email Don't use personal email for system emails
App passwords Never use main account password
Enable TLS Always use encrypted connections
Monitor delivery Verify users receive emails
Review logs Check for failed delivery attempts

Next Steps