Configure email

Updated October 30, 2026 · Applies to Stakeholder ONE 1.3

Stakeholder ONE sends email for user invitations and password resets. It sends these through your organization's own mail server, so messages come from an address your users recognize. You set this up on the Email page: select your avatar, and then select Email.

Prerequisites

  • The System Administrator role, or a role with the Administer permission.
  • A mailbox for Stakeholder ONE to send from, and its connection details from whoever runs your mail service. The Setup instructions section of the Email page has a Copy for infrastructure team button that copies exactly what to ask for.

Important

Until you set up an SMTP server, email isn't delivered to real inboxes. Internal mail (Mailpit) is for testing and demonstrations only. In the meantime, you can still invite users and reset passwords: Stakeholder ONE shows you the link to send yourself.

Connect with a username and password

Use this for most mail services, including Microsoft 365 mailboxes that have SMTP authentication turned on.

  1. Under Transport, select SMTP server.

  2. Under Server settings, enter the following information:

    Field Description
    Host Your mail server, for example smtp.yourcompany.com.
    Port Usually 587. Some services use 465.
    Encryption STARTTLS for port 587 (most common), or TLS for port 465. Use None only if your mail team tells you to.
    From address The address messages are sent from. The mailbox must be allowed to send as this address.
    From display name (optional) The sender name recipients see, for example "Stakeholder ONE".

  3. Under Authentication, select Username & password, and enter the mailbox's Username and Password.

  4. Select Save settings.

Note

Microsoft 365 turns off SMTP authentication by default. Your Microsoft 365 administrator must turn on Authenticated SMTP for the sending mailbox, or you can use Microsoft 365 OAuth2 instead.

Connect with Microsoft 365 OAuth2

Use this if your organization uses Microsoft 365 and doesn't allow SMTP authentication with a password. Stakeholder ONE then signs in to Microsoft with an app registration instead.

  1. Under Transport, select SMTP server.
  2. Under Authentication, select Microsoft 365 OAuth2. The host, port and encryption are filled in with Microsoft's values (smtp.office365.com, 587, STARTTLS).
  3. Select Copy for infrastructure team, and send the instructions to your Microsoft 365 administrator. They register an app in Microsoft Entra ID, give it permission to send as one mailbox, and send you back the values for the next step.
  4. Enter the Tenant ID, Client ID, Client secret and Sender mailbox, and the From address.
  5. Select Save settings.

Send a test email

Always test after you change the settings.

  1. Save your settings first.
  2. Under Send a test email, enter your own address in Send to.
  3. Select Send test.

A message confirms whether the email was sent. If it failed, the message includes the error from your mail server. See Troubleshoot administration.

Under Link expiry, you can change how long the links in emails work:

Field Default
Forgot-password link (minutes) 60 (one hour)
Invite link (minutes) 10080 (seven days)

Select Save settings after you change them.

Change the password or client secret

Saved passwords and client secrets are never shown again. To keep the current one, leave the field blank when you save. To replace it, enter the new value.

Next steps