System Config - Email - Setup Email Account

There are times when a parent states they are not receiving emails being sent through the system, or clients receive one of the following errors when navigating to Connect > Communication.

• "Warning: Your email domain (examplecenter.com) is not configured for sending through this system. A DNS "SPF" record was not found."

• “Warning: Your email domain (examplecenter.com) is not configured for sending through this system. To fix this, the administrator of examplecenter.com would need to add "ip4: 208.81.182.0/28 include:daycareworks.com" to the DNS "SPF" record.”

This happens when the center’s domain does not allow its email messages to be sent on behalf of SchoolCare Works servers.

SMTP Server Setup

To resolve the errors above, it must first be determined which SMTP server is being used: SCW SMTP or a non-SCW server. The two primary reasons for using a non-SCW SMTP server are for branding and control/customization.

SMTP Server Setup

To verify which SMTP server is being used or to set up an SMTP server, follow the steps below:

1. Click Setup, then select System Config
2. Select Email
3. The SMTP server will be in the top field. Enter the SMTP server if not already there
   1. If 192.168.33.37 is in the SMTP server field, the SCW SMTP server is being used
   2. Other SMTP server examples are: smtp-relay-gmail.com:587 (gmail preferred method) or smtp.office365.com:587 (Outlook)
4. SMPT User
   1. If using SCW SMTP server, this field will be blank
   2. Using your own SMTP server: enter their username/password (credentials can be obtained from whoever manages email)
5. SMTP Password – see above (SMTP User section)
6. Do Not Reply Email options
   1. SCW SMTP Server & Default - these settings use donotreply@cirrusgroup.com as the sender and the From and Reply To address will be the email address of the user logged into the system
   2. Cirrus SMTP Server & Send From - the From address will be donotreply@cirrusgroup.com by default, unless a different Cirrus Group address is set as the Do Not Reply (i.e. donotreply@daycareworks.com)
   3. Using a non-Cirrus Group SMTP - the From address will be the email address of the user logged into the system
7. Email Timeout - if receiving "Read response timed out" errors, this setting can be increased to fix
8. Staff Sent Emails
   1. Default - Send 'on behalf of’ staff and with staff reply-to - the “From” address will be the address of the user logged in
   2. Send From Cirrus only (no staff address or reply-to) - see above #6 for more information
9. Max Emails Per Staff-Sent Batch - allows users to set the maximum number of email messages that can send per connection to match the limit set on their own SMTP
   1. Allow values are 1-50
   2. The default and optimal setting is 50
   3. This setting should not be changed often, sometimes when using an external SMTP, it will not allow so many email messages on one connection
10. Click Save Config

Registration Configuration

When a primary “from” email address is set up in the Registration screen, it will be used for the following email messages:

• Waiting list
• Registration process emails
• Auto-pay approval/rejections
• Payment approval/rejections
• Outstanding payment

To set up the primary registration email, follow the process below:

1. Go to Setup
2. Select System Config
3. Click General Config
4. Click the Registration tab
5. Registration Reply to Email – this is the “From” address used in the registration process
   1. If this email field is blank, then other defaults are used based on the message being sent. Defaults would include donotreply@daycareworks.com, the logged-in user’s email, etc.