BotSailor empowers businesses to automate email communication by connecting their own email sending service. Whether you're sending instant emails to users after they submit a form, or delivering lead magnets like discount codes or welcome notes, this email integration allows you to send messages directly from your domain with full control.
This guide will walk you through step-by-step instructions to set up an email integration and start using it inside BotSailor’s automation flows.
What You Can Do With Email Integration in BotSailor
✅ Send automated emails when a user submits their email address via chatbot flow
✅ Deliver confirmations, welcome messages, or downloads instantly
✅ Use your own sending email address (e.g., [email protected])
✅ Maintain full control over branding and delivery
✅ No third-party email tools needed
Before you begin, this guide has been described for SMTP email integration:
You can get your SMTP details from the email provider. For example, this is the required information from Zoho.
You’ll see a form titled “Add Email Provider”. Fill out the following fields:
✅ Click Save
Follow these simple steps to configure your email sender settings:
Navigate to Settings & Integration: From your BotSailor dashboard, locate and click on "Settings & Integration" in the left-hand menu.
Go to General Settings: Under "Settings & Integration," click on "General" to access your brand and preference settings.
Locate Email Sender: On the "General" settings page, scroll down or look for the "Email Sender" section. This section (highlighted in red in the provided image) contains the options you need.
Choose Default Profile (System/Custom):
System: If "System" is selected as the "DEFAULT PROFILE," BotSailor will use its default email sending infrastructure. You will likely be able to customize the "DEFAULT SENDER EMAIL" (e.g., [email protected]) and "DEFAULT SENDER NAME" (e.g., "SailorBot") within the system's pre-approved domains.
Custom (If Available): Depending on your BotSailor plan and integrations, you might have an option for a "Custom" profile. This typically allows you to integrate your own SMTP service for sending emails, giving you full control over the sender email address from your own domain. (Note: The provided image primarily shows the "System" option).
Set Default Sender Email: Enter the email address you want recipients to see as the sender. For the "System" profile, this is often a no-reply address associated with the BotSailor platform.
Set Default Sender Name: Enter the name you want recipients to see as the sender (e.g., "SailorBot," "Your Company Name," or "Customer Support").
Once saved, BotSailor will validate the SMTP connection. If successful:
If there’s an error, check:
✅ If you want to know more please read this article to see how E-mail integration works:
How to Set Up Email Marketing in BotSailor: Complete Beginner’s Guide
|
Problem |
Solution |
|
Connection failed |
Double-check SMTP host, port, email & password |
|
Email not delivered |
Ensure the recipient email is valid and domain has SPF/DKIM |
|
Delay in delivery |
Check SMTP rate limits from your provider |
|
Wrong sender info |
Update the Sender Name/Email in SMTP settings |
SMTP integration inside BotSailor unlocks fast, reliable, and branded email communication without any external tools. Whether you're collecting leads, sending confirmations, or nurturing customers, email actions inside chatbot flows make the experience seamless and automated.
Ready to combine chatbot automation + branded email?
Go to Settings → Email Integration → Add SMTP and get started today!
Can I use Gmail SMTP with BotSailor?
Yes, you can use Gmail SMTP, but it’s recommended to use an App Password instead of your main Gmail password. However, Gmail is not ideal for bulk or marketing emails — use a professional SMTP provider like Zoho, Brevo, Mailgun, or your hosting SMTP for better results.
What should I do if the SMTP connection fails?
Check your SMTP credentials carefully:
Do I need to verify my domain before using SMTP?
While BotSailor doesn’t force domain verification, it’s highly recommended to verify your domain and configure SPF & DKIM records to improve deliverability and avoid spam issues.
Can I send bulk email campaigns through this SMTP integration?
BotSailor’s SMTP integration is designed for automated 1-to-1 transactional emails via chatbot flows. For large-scale email campaigns, use proper email marketing tools or a bulk SMTP service that supports high-volume sending.
How can I use SMTP in a chatbot flow?
Once your SMTP is configured:
Is it secure to store my SMTP password inside BotSailor?
Yes. BotSailor encrypts your SMTP credentials during storage to ensure data security and privacy.
Can I connect multiple SMTP accounts?
Currently, each BotSailor account supports adding one active SMTP provider at a time. If you want to switch, simply remove the old one and add a new one.
Why are my emails going to spam?
Common reasons include:
Will white-label resellers need to configure SMTP separately for their clients?
This guide is only for BotSailor end users, not for white-label resellers. White-label SMTP integration might differ based on the reseller setup.
Is there any log to check if the email was sent successfully?
Yes. You can check chatbot conversation history or error logs under the bot flow section to confirm whether the email was triggered and delivered properly.