How to Configure SMTP Settings in Bit CRM

The SMTP Settings section in Bit CRM controls how emails are delivered from the CRM. Bit CRM uses the Bit SMTP plugin to handle outgoing messages, which means you can connect your preferred email service and send emails from contact records without depending on the default WordPress mail function.

After the SMTP connection is configured, CRM users can open a contact, compose an email, add attachments, and send the message directly from Bit CRM. The recipient receives the email through the connected mail service.

What are SMTP Settings in Bit CRM?

SMTP stands for Simple Mail Transfer Protocol. It is the standard method used by email services to send outgoing messages.

Bit CRM does not store separate mail server credentials inside the CRM settings. Instead, it works with Bit SMTP, where you configure the sender information, SMTP host, port, encryption, authentication, username, and password.

Configure email delivery in Bit CRM

Step 1: Open SMTP Settings in Bit CRM

Open Bit CRM from your WordPress dashboard and click the Settings icon. Under the Communication section, select SMTP Settings.

The page explains that email delivery for Bit CRM and WordPress is handled through the Bit SMTP plugin. Click Configure SMTP Settings to open the Bit SMTP configuration area.

If Bit SMTP is already installed, the button takes you directly to its settings. When the plugin is not installed, install and activate it before continuing.

Step 2: Install and open Bit SMTP

When Bit SMTP is not available on the website, open Plugins > Add New from your WordPress dashboard and search for Bit SMTP. Install and activate the plugin, then open Bit SMTP from the WordPress dashboard menu.

You can also access the plugin from the official Bit SMTP WordPress.org page.

After activation, open the Configuration tab. This is where you add the sender details and SMTP credentials used for emails sent from Bit CRM and other WordPress features.

Step 3: Configure the SMTP Connection

Enable the Enable Mail option, then enter the sender information that should appear on outgoing emails. Add the verified sender address in From Email Address and enter the sender or business name in From Name. You can also add a Reply-To Email Address when replies should go to a different mailbox.

Next, enter the SMTP Host and SMTP Port provided by your email service. Select the required encryption method, such as TLS, SSL, or None, based on the provider’s instructions. Enable SMTP Authentication when the server requires login credentials, then enter the SMTP Username and SMTP Password.

Some providers require an app-specific password instead of the normal account password. For Gmail, generate a Google App Password from the Google Account App Passwords page and enter it in the SMTP Password field.

Google displays the generated App Password only once, so copy it before closing the window and keep it private. Do not use your normal Gmail password in the SMTP configuration.

Use the credentials supplied by your email provider, and do not guess the server, port, or encryption values. Review the configuration and click Save Changes. For provider-specific setup instructions, check the Bit SMTP documentation.

For example, when using Gmail, enter smtp.gmail.com in the SMTP Host field and 587 in the SMTP Port field. Select TLS, enable SMTP Authentication, enter your full Gmail address as the SMTP Username, and paste the generated Google App Password into the SMTP Password field. Then click Save Changes.

Send an email from a Bit CRM contact

Step 4: Open the contact email composer

Return to Bit CRM and open Contacts. Select the contact you want to email, then open the Emails tab inside the contact record.

This tab shows emails connected to the contact and provides the Compose button for creating a new message. Click Compose to open the email editor.

Before composing the message, confirm that the contact has a valid email address. Bit CRM uses the address stored in the contact record as the recipient.

Step 5: Write and send the email

Enter a clear subject in the Subject field, then write the email content in the Message editor. Use the available formatting tools when you need to style the message, add links, or organise the text.

Click Add Attachments when the email needs supporting files. Review the subject, message, recipient, and attachments, then click Send.

Bit CRM passes the message to Bit SMTP, and Bit SMTP sends it through the configured mail server. If the SMTP details are correct, the email will be delivered to the contact’s inbox.

Confirm the email delivery

Open the recipient’s inbox and find the message sent from Bit CRM. Check the sender name, sender email, subject, message content, and any attachments.

The received message confirms that the Bit CRM email composer and Bit SMTP connection are working together correctly. If the message is not in the inbox, check the spam or junk folder before changing the configuration.

Manage or update the SMTP configuration

Return to Bit CRM > Settings > Communication > SMTP Settings whenever you need to review the email delivery setup. Click Configure SMTP Settings to open Bit SMTP and update the sender address, SMTP server, authentication details, or password.

Update the configuration when the email provider changes its credentials, the app password is revoked, or the organisation begins sending from a different mailbox. After changing any SMTP details, send another email from a test contact to confirm that delivery still works.

Troubleshooting SMTP email delivery

Bit SMTP is not available

Open Plugins > Add New, install Bit SMTP, and activate it. Return to Bit CRM SMTP Settings and click Configure SMTP Settings again.

The SMTP settings cannot be saved

Check all required fields, including the sender address, sender name, SMTP host, port, username, and password. Validation messages appear when required fields are empty.

The email is not delivered

Confirm that the SMTP host, port, encryption method, username, and password match the settings supplied by the email provider. When the provider uses two-factor authentication, create and use an app-specific password.

The sender information is incorrect

Open the Bit SMTP Configuration page and review From Email Address and From Name. Save the updated values, then send another test message.

The email is delivered to spam

Confirm that the sender address belongs to the connected domain or email account. Review the email service’s domain authentication requirements, including SPF, DKIM, or DMARC, when applicable.

How the SMTP workflow works

Bit CRM provides the email composer and contact context, while Bit SMTP handles the actual delivery. The configured mail server receives the message from Bit SMTP and delivers it to the recipient. Once the SMTP connection is working, authorised CRM users can send messages from contact records without leaving Bit CRM.