"Validation failed" on mail server test
- Verify SMTP Host, Port, Username, Password are exactly correct.
- Check that your email provider has SMTP access enabled (some providers disable it by default).
- Verify SSL/TLS setting matches your provider’s requirement.
- For Gmail: enable "Less Secure App Access" or use an App Password if 2FA is on.
- For Outlook: ensure SMTP AUTH is enabled on the mailbox.
- Check if your IP is blocked by the provider.
Emails going to spam
- Verify SPF record is published for your sending domain.
- Add DKIM record (obtain from your SMTP provider).
- Add DMARC record.
- Avoid spam trigger words in subject lines.
- Keep your bounce rate below 5%.
- Check if your sending IP is blacklisted at https://mxtoolbox.com/blacklists.aspx.
SMTP error 535: Authentication failed
- Password is wrong or expired.
- For API-key based providers (SendGrid, Mailgun): regenerate the API key.
- For Gmail: use an App Password if 2FA is enabled.
SMTP error 550: Recipient not found
- The From email address is not a verified sender at the provider.
- Verify the sender email in your provider dashboard.
No emails in Email Conversations
- Confirm a Reply-To Mailbox is assigned to you (ask CompanyAdmin).
- Verify the mailbox connection is working (use Test Inbound Connection).
- Check the mailbox for actual emails using your email client.
- New emails may take 1–5 minutes to sync.
Reply-To Mailbox shows Sync paused
- Open Email → Mailboxes.
- Review the error text shown on the mailbox row or notification.
- Re-check mailbox host, port, username, password, or OAuth authorization.
- Click Test Inbound Connection or re-run mailbox validation after correcting the issue.
- After a successful validation or successful background sync, the warning badge and notification clear automatically.
Compose/Reply button disabled
- Your mailbox may have hit the hourly or daily send limit.
- Check with CompanyAdmin about the mailbox configuration.
- Try again in the next hour.
