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Setting Up Email

To send email from your DanceWorks database you will need to perform some basic email setup steps. The email setup in DanceWorks is very similar to the setup you might use when adding email to your cell phone.

Before we discuss setting up your email address there are some basics you will want to understand first. Each DanceWorks user has the capability to send an email from a main studio email address and from the email address attached to their username. For example, Suzi could send an email from Info@DanceWorks.com or Suzi@DanceWorks.com. Any email with a report attached to it, such as statements or receipts, will come from the main studio email address. The main studio email is found on the School Info page.




To Setup Email:

  • From the home screen click on the main menu (3 lines) in the top left corner of the DanceWorks screen.
  • Click on Admin.
  • Click Settings.
  • Click Email Setup.
  • Use the drop down menu to select the email address you’d like to setup.
  • Enter your email provider’s smtp server.
  • Enter your email user name.
  • Enter the password to your email account.
  • Enter your email provider’s outgoing port number.
  • Use the drop down menu to choose to be notified or not.
  • Enter a test email address.
  • Enter the email group size (we generally recommend 25).
  • Enter your email signature.
  • If you would like the main studio email address to be the default (instead of the user’s email) check the box.
  • Click Test Settings.
  • If you the email is working properly you will receive a message the email was sent successfully. If you receive and error double check your settings.
  • Once the settings are working successfully click Save Changes.
  • Repeat this process for each DanceWorks user you would like to be able to send email from their own address.


Email Display Name – This field allows you to set the name that will appear in the “from” line of your recipients email if the have not already added you to their contacts. So instead of your email address it can show as from your studio name or any other name you’d like.

Defaults – The two default options allow you to set a default email address for all users and also default all outgoing emails to automatically include both parent 1 and 2.


Note: Normally you can do a google search for your email provider’s settings. “email providers name outgoing email settings” usually returns pretty accurate search results. If you are not able to find them online  then you will need to contact your email provider. 

2-step Verification and App Specific Passwords – It has become common for email providers to require the use of 2-step verification with an app specific password. Gmail, Yahoo, and Hotmail all require these additional steps. What this does is allow you to create a password that is specific to Akada through your email provider’s settings. Your email account will generate the password and then you plug that password into the email password field in Akada Online. You’ll find step by step instructions below for specific email providers. You can click on the links for each step.

Gmail Free Account  

  1. Step by Step Instructions

G Suite Email (formerly Google Apps):

  1. Sign into your Google Admin Console.
  2. Turn on 2-step verification for your domain.
  3. Instruct your google app address users to turn on 2-step verification. 
  4. Google users generate app specific password.
  5. Plug that password into Akada Online.

Hotmail Free Account:

  1. Turn on 2-step verification.
  2. Generate app specific password.
  3. Plug newly generated password into Akada Online.

Yahoo Free Account:

  1. Turn on 2-step verification.
  2. Generate app password.
  3. Plug newly generated password into Akada Online.

*Be sure to format the app password exactly as they are generated. If they have spaces be sure to include them.



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