Multi-SMTP Configuration

Agencies can configure multiple SMTP servers and route outgoing email differently based on whitelabel CName or individual advertiser. This lets different brands or clients under the same agency send reports, user invites, password resets, and NinjaTrack call notifications from different email providers — each with its own verified sender address and visible connection status.

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Availability

Multi-SMTP Configuration is available to agencies on request. Contact your Customer Success Manager to enable this feature for your organization.

Overview

With Multi-SMTP, you can:

• Create multiple named SMTP configurations — Maintain a pool of email server configurations for your agency
• Route email by whitelabel CName — Assign a specific SMTP configuration to a whitelabel domain so all email sent under that brand uses the designated provider
• Route email by advertiser — Override the default SMTP configuration at the advertiser level for more granular control
• Set a default configuration — Designate one configuration as the agency default for any email that doesn't match a specific CName or advertiser rule
• Verify each configuration — Test connectivity and send test emails to confirm your SMTP settings are working before they go live
• Track connection status — Each configuration displays a real-time status indicator: Not Verified, Verified, or Error

How Email Routing Works

When NinjaCat sends an email, it determines which SMTP configuration to use based on the following priority:

1. Advertiser-specific configuration — If the email is associated with an advertiser that has a specific SMTP configuration assigned, that configuration is used.
2. Whitelabel CName configuration — If no advertiser override exists, NinjaCat checks whether the whitelabel domain (CName) has an SMTP configuration assigned.
3. Agency default configuration — If neither an advertiser nor CName match is found, the agency's default SMTP configuration is used.

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If you previously used the single Email SMTP setup under White Label Options, your existing configuration will continue to work. The Multi-SMTP feature is fully backwards-compatible.

Managing SMTP Configurations

Accessing SMTP Settings

1. Go to the Setup Settings
2. Click on Agency Settings in the Settings sub-navigation
3. Click on the White Label tab under Agency Settings
4. Locate the SMTP Configurations section

Adding a New SMTP Configuration

1. Click the Add Configuration button in the SMTP Configurations section
2. Enter a Name for this configuration (e.g., "Primary Brand SMTP" or "Client X Email Server")
3. Fill in the SMTP server details:
   • SMTP Host — Your email server hostname (e.g., smtp.example.com)
   • SMTP Port — The port number for your email server (common ports: 25, 465, 587)
   • Encryption — Select the encryption type (TLS or SSL) based on your provider's requirements
   • Username — Your SMTP authentication username
   • Password — Your SMTP authentication password
   • From Address — The email address that will appear as the sender
   • From Name — The display name that will appear as the sender
4. Click Save to store the configuration

Verifying a Configuration

After saving a configuration, verify that it can connect to your email provider:

1. Click the Verify button next to the configuration you want to test
2. NinjaCat will attempt to connect to the SMTP server and verify the credentials
3. The configuration status will update to reflect the result:
   • ✅ Verified — The connection was successful and the configuration is ready to use
   • ❌ Error — The connection failed. A classified error message will indicate the issue (see Troubleshooting below)

Sending a Test Email

To confirm end-to-end email delivery:

1. Enter an email address in the Test Email field next to the configuration
2. Click Send Test Email
3. Check the recipient inbox to confirm the test email was received
4. Verify the "From" name and address match your expected sender identity

Setting a Default Configuration

One SMTP configuration must be designated as the agency default:

1. Locate the configuration you want to use as the default
2. Click Set as Default
3. The selected configuration will be marked as the default and used for any email that doesn't match a specific CName or advertiser assignment

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Note

You cannot delete the default configuration while other configurations exist. To delete it, first set a different configuration as the default.

Deleting a Configuration

1. Click the Delete button next to the configuration you want to remove
2. Confirm the deletion when prompted

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When a configuration is deleted, any advertisers that were assigned to it will automatically revert to the agency default.

Assigning SMTP to a Whitelabel CName

To route email based on your whitelabel domain:

1. Go to the SMTP Configurations section under Agency Settings > White Label
2. Find the configuration you want to associate with a whitelabel CName
3. Assign the desired whitelabel domain to the configuration
4. All outgoing email sent under that whitelabel CName will now use the assigned SMTP server

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Only non-wildcard whitelabel CNames can be assigned to specific SMTP configurations.

Assigning SMTP to an Advertiser

To route email for a specific advertiser through a designated SMTP server:

1. Navigate to the advertiser's Account tab
2. Locate the SMTP Configuration dropdown
3. Select the desired SMTP configuration from the list
4. Click Save

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The SMTP Configuration dropdown only appears on the advertiser Account tab when your agency has two or more SMTP configurations. If you only have one, all email for that advertiser uses the agency default.

Troubleshooting

If a configuration shows an Error status after verification, the error message will indicate the type of issue:

Emails Affected by Multi-SMTP Routing

The following outgoing email types respect Multi-SMTP routing rules:

• Scheduled report deliveries
• Advertiser user invitations
• Password reset emails
• NinjaTrack call notification emails