Please Note: Access to this option is only available for Express only users who do not have access to the full PPS system. If you have a PPS system you can find the information for Email Settings here.
You are able to send emails to your clients through the Express system in the form of appointment confirmations and reminders.
Emails are sent through PPS using Sendgid, our default email provider settings but these emails will all be sent with an unsubscribe link meaning that your clients will be able to opt out of emails sent through your Express system, even the transactional ones. For more information on the unsubscribe links please read this guide.
Changing your Email Settings
You are able to change your email settings in Express to allow you to send emails through your own email accounts, like Office 365, Ionos, Mailjet, Gmail and many more. Using your own email account to send emails through PPS gives you total control to check if the emails have been received and you can also choose to include an unsubscribe link where required for marketing-related emails.
If you would like to change your email settings in Express we will require the following details:
* The SMTP Server name
* Server Port Number
* Does the SMTP Server require authentication? If so, what is the account username and password?
* Does the SMTP Server require SSL/TLS?
You will need to email these SMTP settings to support@rushcliff.com along with your PPS reference number to request that the details be changed.
Examples of SMTP providers
Most email providers should be able to provide SMTP settings for you to use the account in a 3rd party application, like PPS.
For example, Sendgrid is the email provider that we use as the default email settings on our PPS hosted and Express systems. Sendgrid offers a free email account allowing up to 100 emails to be sent per day and anyone can sign up easily for their own account. More information on Sendgrid and the email packages can be found here. Sendgrid also have many of their own help guides to get you set up and using their email settings but this guide will explain the SMTP settings that will need to be added into PPS.
There are many other email providers and usually, you can find the settings by searching in Google for 'SMTP setting for {my email provider}'.
Alternatively, your web developer may be able to set up an email account through your website domain, if applicable.
Here are some common email providers and the general SMTP settings that can be added to PPS:
SMTP Provider |
SMTP Server Name |
Port Number |
Authentication |
TLS/SSL |
| Sendgrid* | smtp.sendgrid.net | 587 | Yes - using API key set up through the account | No |
| Gmail** | smtp.gmail.com | 587 | Yes - using app password setup through your Gmail account | Yes |
| Mailjet*** | in-v3.mailjet.com | 587 | Yes - using API key set up through the account | No |
| 123 Reg | smtp.123-reg.co.uk | 587 | Yes - using account username & password | Yes |
| Outlook | smtp-mail.outlook.com | 587 | Yes - using account username & password | Yes |
| Office 365 | smtp.office365.com | 587 | Yes - using account username & password | Yes |
| Ionos | smtp.ionos.co.uk | 587 | Yes - using account username & password | Yes |
*Sendgrid- Sendgrid requires an API key to be sent up for 3rd party sending so you will need to create an API key through your Sendgrid account by following these steps and then the ‘Username’ in PPS will be ‘apikey’ and the ‘Password’ in PPS will be the API Key that is generated.
*Gmail- For Gmail SMTP settings to work with PPS you will need to turn on 2FA within your Google account and then set up an app password to use within your SMTP settings in PPS. To set up your app password in your Google account please follow these steps.
***Mailjet- For authentication on the Mailjet account you will need to access your API key through the account settings. Enter the API Key into the 'Username' field and enter the Secret API key into the 'Password' field in the Email Settings. This information from Mailjet should get you started and this guide from Mailjet will help with additional optional account setup to reduce spam.
The benefits of using your own SMTP details
You have full control over which emails contain unsubscribe links. When using PPS’ default SMTP details, an unsubscribe link is automatically added to every email sent via PPS, even transactional emails.
You have full visibility of unsubscribed emails, including the ability to resubscribe. When using PPS’s default email settings you have to contact PPS support to check if somebody has unsubscribed and would need a formal email request from your client to PPS Support in order to resubscribe somebody.
Full access to all email activity, including sent mail. When using PPS’s default SMTP details you can only see sent emails via the client log in PPS. Using your own email provider’s SMTP details keeps all email activity in one place, via your email client.
Ability to monitor bounced or blocked emails. When using PPS’s default SMTP details you are not able to see when an email has bounced or if your address has been blocked by the recipient, you can only access this information by contacting PPS Support, using your own SMTP details gives you full access to this information.