This article explains different ways to set up email and introduces a new one.
Ways to send emails from RecMan
Today, there are three supported ways of sending emails from RecMan:
We previously also allowed sending through a custom SMTP server, but this is now disabled due to poor security and deliverability. Instead, we’ve introduced a fallback system (explained below) that guarantees email delivery.
Native email sync
- Set up from: Email → Settings → Add account.
- Extra cost for non-premium accounts: 39NOK per month.
- How it works: Connects directly to your email provider (Google or Microsoft).
- Benefits:
- Emails are sent from your actual email account.
- Excellent deliverability (same as if sent directly from Gmail or Outlook).
- Full inbox and outbox sync inside RecMan.
This is the best and most reliable option for users.
Send only
- Set up from: Profile → Email accounts → Add account.
- How it works: Allows sending emails through your Google or Microsoft account without syncing your inbox.
- Benefits:
- Very good deliverability.
- Easy setup by signing in with Google or Microsoft.
- Limitations:
- No inbox or email fetching.
- On Microsoft, large attachments are not supported (only small ones).
A good option if you don’t want RecMan to fetch your emails.
Domain verification
- Set up from: System settings → Email → Domain by Admins on subscription level
- How it works:
- Admins add their organization’s domain (e.g., yourcompany.com).
- RecMan provides DNS records (including SPF) that must be added to your domain.
- Benefits:
- Once verified, all users in your RecMan subscription can send from the verified domain.
- Shared sender addresses can be created (e.g., invoice@yourcompany.com).
- Works seamlessly with features like email campaigns.
Best for teams who want consistent, branded sending across their organization. It also makes sure any system-generated emails are properly authenticated for sending if specified to send using your domain. This is typically scheduled reminders and default reply messages for newly registered candidates and applicants.
Why custom SMTP was removed
Previously, users could add any email address to send through our custom SMTP server. This caused issues where:
- Emails often went to spam or were rejected by recipients.
- Security risks: Anyone could technically send as anyone else, just without proper email authentication.
- Not clear enough to users that emails are lacking email authentication for good deliverability.
To fix this, we’ve disabled custom SMTP and replaced it with a new fallback system.
New fallback: sending via @recmail.com
If none of the three supported setups are in place (Native sync, Send only, or Domain verification), RecMan will now send emails from a safe fallback domain:
- For instance, if me@example.com is used without setup, RecMan will send it from me@example.recmail.com.
How replies work:
- The receiver replies to me@example.recmail.com.
- RecMan forwards the reply to the original me@example.com.
This ensures that emails are delivered (not blocked or marked as spam) and that replies reach the correct user.
This approach is standard in the industry, and you may have already seen addresses like support@somecompany.zendesk.com.
Summary & recommendations
- For the best experience, users can set up Native email sync.
- If you don’t need inbox sync, use Send only.
- For company-wide sending and shared addresses, use Domain verification.
- If none of the above are set up, RecMan will use fallback to @recmail.com to ensure delivery.
This change ensures that all emails are now delivered. We’ll continue improving the new system to support bulk sending, better attachments, and more.