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docs: update custom SMTP setup to reflect self-service configuration #73

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45 changes: 36 additions & 9 deletions enterprise/custom-smtp.mdx
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Expand Up @@ -41,7 +41,7 @@ Custom SMTP applies to booking-related emails, including:

## What you need

Before configuring custom SMTP, have the following details from your email provider:
You must be an **organization admin** to configure custom SMTP. Before getting started, have the following details from your email provider:

| Setting | Description | Example |
|---|---|---|
Expand All @@ -61,21 +61,45 @@ Before configuring custom SMTP, have the following details from your email provi

## Set up custom SMTP

To configure custom SMTP for your organization, contact your Cal.com account representative or reach out through the [support portal](https://go.cal.com/support) with your SMTP details. The Cal.com team will enable the feature for your organization.

Once enabled, you can send a test email to confirm that your SMTP configuration is working correctly before it goes live.
Organization admins can configure custom SMTP directly from the organization settings. To get started, ask your Cal.com account representative to enable the custom SMTP feature flag for your organization.

Once the feature is enabled, follow these steps:

<Steps>
<Step title="Open organization settings">
Go to your organization settings in the Cal.com dashboard.
</Step>
<Step title="Enter your SMTP details">
Fill in the required fields:
- **From email** — the address that appears in the "From" field
- **From name** — the display name next to the email address
- **SMTP host** — your mail server address
- **SMTP port** — the port your server uses (for example, `465` for SSL or `587` for TLS)
- **Username** — the account used to authenticate
- **Password** — the password or app-specific password
- **Secure connection** — enable this if your server uses SSL/TLS (recommended)
</Step>
<Step title="Test the connection">
Use the test connection option to verify that Cal.com can reach your SMTP server and authenticate with the credentials you provided.
</Step>
<Step title="Send a test email">
Send a test email to confirm that messages are delivered correctly from your configured "From" address. Enter a recipient email and check your inbox to verify delivery.
</Step>
<Step title="Save your configuration">
Once the test email arrives successfully, save your configuration. All supported email types will now be sent through your SMTP server.
</Step>
</Steps>

---

## Test your configuration

After your SMTP settings are configured, a test email is sent to verify the connection. This test email confirms:
After saving your SMTP settings, you can verify them at any time:

- Your SMTP server is reachable
- Authentication credentials are valid
- Emails can be delivered from the configured "From" address
- **Test connection** — confirms that your SMTP server is reachable and your credentials are valid
- **Send test email** — delivers a test message to an email address you specify, so you can confirm that emails arrive from your configured "From" address

If the test fails, double-check your SMTP host, port, username, and password with your email provider.
If either test fails, double-check your SMTP host, port, username, and password with your email provider.

---

Expand All @@ -91,6 +115,9 @@ If your SMTP server becomes temporarily unavailable, Cal.com automatically retri
<Accordion title="Can I use different SMTP settings for different teams?">
No. Custom SMTP is configured at the organization level and applies to all teams and members within the organization.
</Accordion>
<Accordion title="Can I update my SMTP settings after saving?">
Yes. You can update any of your SMTP settings at any time from your organization settings. Changes take effect immediately for all future emails.
</Accordion>
<Accordion title="What happens if I remove my SMTP configuration?">
All emails will be sent from Cal.com's default email address going forward. No previously sent emails are affected.
</Accordion>
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