Sending Scheduling Notifications from a Custom Corporate Email Server

Use the Corporate Mailbox feature to send OnceHub notifications from your organization’s custom corporate email server or service instead of the default mailer@oncehub.com. This helps maintain compliance, allows control over outbound emails, and provides a professional experience for your guests and users.

Note

Depending on your plan type, you may need to purchase the Security and Compliance Add-On to use this feature.

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Impact of Enabling the Corporate Mailbox Feature for Your Account

Once connected, all scheduling notifications sent to Guests and Hosts will originate from the designated corporate email server or service.

Note

User-level email connections override the account-level Corporate Mailbox. If individual users have enabled personal email integrations, notifications for their bookings will be sent from their personal addresses instead.

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How to Set Up Corporate Mailbox

Follow these steps to connect your email server or service to OnceHub:

1. Accessing the Corporate Mailbox Settings

1. Click the gear icon located in the top-right corner of the page.
2. Select Account Integrations from the dropdown menu.
3. Filter for the Corporate Mailbox tab.
4. Click the Custom SMTP Server tile.
5. Click Connect to begin setup.

2. Providing Credentials and Server Settings

Enter your email server or service details in the setup prompt:

• Sending Email Address: Specify the address used to send notifications.
• User Name and Password / OAuth Authentication: Enter the credentials or authenticate with your corporate email service provider.
• Sending Email Name Label: Enter the display name that appears on recipient emails.
• Server Host and Port (if applicable): Enter your server host URL and port number (e.g., port 587 or 465).
• Enable Encryption (if applicable): Select this option if your server requires TLS/SSL encryption.

3. Finalizing the Setup

After entering all required credentials:

• Double-check your configuration settings for accuracy.
• Click Connect to complete the setup.

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Reconnection and Disconnection Handling

• Reconnecting existing connections: If an active email connection breaks, click Reconnect to update credentials or server settings.
• Disconnection behavior: Disconnecting an active email server or service reverts guest notification emails to individual host user settings.
• Fallback on connection failure: If an active connection encounters an issue, notifications will temporarily route from mailer@oncehub.com to prevent lost notifications. An alert email will be sent to Admins once every 24 hours until the connection is restored.