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Setting Up Email

Before we discuss setting up your email address there are some basics you will want to understand first:

Email Type – Each Akada user has the capability to send an email from a main studio email address and from the email address attached to their username.

Email Display Name This field allows you to set the name that will appear in the “from” line of your recipient’s email if they 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 For example, Suzi could send an email from Info@DanceWorks.com or Suzi@DanceWorks.com. and you can also default all outgoing emails to automatically include both Parent 1 and 2.

To send an email from Akada, you will need to perform some basic email setup steps. If you opt to use your email provider for the email setup option, the email setup is similar to the setup you might use when adding email to your cell phone

Transactional Email Setup:

Akada’s Transactional Email system, allows you to send emails through our service from the “noreply@akadasoftware.com” address. This option allows us to ensure that bulk emails with reports, such as statements, receipts, costume confirmations, etc., are sent without the security issues with many email providers.

    • From the home screen click on the main menu (3 lines) in the top left corner of Akada. 
    • Click the arrow beside Settings.
    • Select Email Setup.
  • In the Send using option-click the pink button for “Transactional Email Service.”
  • Review and if needed updated your Email Signature
  • Select your default options: 
  • Save Changes.

 

 

How will this appear to your customers? The email address we use is noreplay@akadasoftware.com; however, we use your studio’s display name, so your clients will see that in their inbox.

What if a parent replies? All replies will be sent to your studio’s email address.

 


How To Setup Email Using My Provider’s SMTP Settings:

 

  • From the home screen click on the main menu (3 lines) in the top left corner of Akada. 
  • Click the arrow beside Settings.
  • Select Email Setup.
  • Use the drop-down menu to select the email address you’d like to set up.
  • 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 the email is working properly you will receive a message the email was sent successfully. If you receive an 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. 

*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. 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 in to 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 an app-specific password.
  5. Plug that password into Akada.

Hotmail Free Account:

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

Yahoo Free Account:

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

*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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