Email Integration
Connect an email account via SMTP in Medicasimple and learn how to obtain the SMTP details required for clinic email sending.
Updated
This document explains, step by step, how to connect an email account via SMTP using the Email Settings screen in the Medicasimple application. It also covers how to obtain an SMTP password (App Password) for Gmail.
What is this screen for?
On this screen, you select an email provider and enter the following details to enable the system to send emails:
Email: The sender email address (e.g. clinic@domain.com)
SMTP Password: For most providers, you need an “app password” instead of your “normal password”
Hostname: The SMTP server address (e.g. smtp.gmail.com)
Port: Usually 587 (STARTTLS) or 465 (SSL)
Once you save these details, the system can use this account for email automations and system emails.
Prerequisites
Before connecting, make sure of the following:
Will this email account actually be used for sending?
Usually, an address like “noreply@”, “info@”, or “clinic@” is preferred.
Is 2-Step Verification (2FA) enabled on the account?
Many providers require 2FA to use an “app password” for SMTP connections. (Gmail definitely requires it.)
Ports and security
Port 587 is generally for STARTTLS/TLS
Port 465 is generally for SSL
Gmail supports 465 (SSL) or 587 (TLS/STARTTLS) for SMTP.
Step-by-step setup in the app
Open the Email Provider Settings tab.
Select your provider from the Provider field (e.g. Gmail).
Enter the sender email address in the Email field.
In the SMTP Password field, enter the SMTP password you obtained from your provider (usually an App Password) by removing any spaces in between.
Example:With spaces: abcd efgh ijkl mnop
Without spaces: abcdefghijklmnop
Enter the SMTP server in the Hostname field.
Enter the port in the Port field (recommended: 587).
Click the Save button.
How to get an SMTP password (App Password) for Gmail
In most cases, Gmail does not allow SMTP login with your normal account password. The solution is to generate an App Password. To create an App Password, 2-Step Verification must be enabled on your Google account.
1. Enable 2-Step Verification on your Google account
From your Google Account security settings, enable “2-Step Verification”.
2. Generate an App Password
Go to the App Passwords page in your Google account.
Select “Mail” as the app, select “Other” as the device, and give it a name (e.g. “Medicasimple SMTP”).
Copy the generated 16-digit app password and save it somewhere.
3. Fill in Gmail SMTP fields
Hostname: smtp.gmail.com
Port: 587 (TLS/STARTTLS) or 465 (SSL)
Email: Your Gmail address
SMTP Password: The App Password you just generated (not your normal Gmail password)
How to use the Email Automation tab
General flow:
First, save the connection under Email Settings.
Then go to the Email Automation tab.
Automations (appointment reminders, notifications, system emails, etc.) send emails using this SMTP account.
We always recommend sending a test email before enabling automations.To do this, first create a test patient record using a real email address you can access (for example, your own email). Then trigger an action that would normally send an automated email, such as:
Requesting an OTP/verification code
Creating a test appointment and sending an appointment confirmation or reminder
Triggering a basic notification email (if available in your setup)
Check the inbox (and also Spam/Junk) to confirm the email is delivered correctly and the subject/content looks as expected. If the email does not arrive, re-check your SMTP settings (email address, SMTP password without spaces, hostname, and port) and try again before turning on automations for real patients.
Note: To send emails that require a verification code, the OTP E-Mail automation must be enabled.
If you still have questions about the email connection, you can always reach us via the live support button in the bottom-right corner of the application.