Meeting Server SMTP/POP/IMAP Settings Window

Meeting Server SMTP/POP/IMAP Settings Window (Reference)

Meeting Reminder Setup Window
Meeting Reminder Setup Window

This window is accessed from Company (Outlet) Preferences >> Company Tab and controls the settings for Facilities Management meeting invite and reminder emails.

Email Address

The internet email address for the company.


Outgoing: SMTP Server

The email server for sending batch emails.


Outgoing: User ID

ID name required for email authentication.


Outgoing: Password

Password required for email authentication.


Outgoing: Rate Limited Until

If the field is visible, you will see a rate-limit timestamp. This indicates the next time that Theatre Manager will attempt to send an email using this account since it believes you have reached your maximum allowable email limit as determined by your ISP.


Outgoing: SMTP Port

Port to use for SMTP.


Outgoing: Timeout

Timeout period.


Outgoing: Needs Authentication

SMTP server requires password authentication. Encryption methods supported are:

  • NONE
  • LOGIN
  • PLAIN
  • CLEARTEXT
  • CRAM-MD5

Outgoing: Use SMTPS

Indicate if the SMTP server requires SMTPS. If set, emails that are sent by the second generation server will attempt TLS variants of SMTPS protocols automatically. This accounts for ALL emails sent by Theatre Manager.


Outgoing: Test Email Button

This sends a test e-mail to verify that all settings have been entered correctly.


Outgoing: Default Acceptance Status for Invitations

Select Needs Invitation or Don't Ever Invite to indicate whether email invitations need to be sent out or not.


Incoming: Server Type

There are three choices that can be used to tell Theatre Manager Server how to handle incoming emails:

  • None
    • Does not bother to try to retrieve and interpret scheduling email responses
  • POP3
    • Reads incoming scheduling emails from a POP3 server
  • IMAP
    • Reads incoming scheduling emails from an IMAP server If you select this, you may need to specify an INBOX (if the default inbox is not inbox) and a a COMPLETION mailbox.

Incoming: POP/IMAP Server

The email server for receiving incoming emails.


Incoming: User ID

ID name required for email authentication.


Incoming: Password

Password required for email authentication.


Incoming: POP Port

Port to use for POP.


Incoming: Timeout

Timeout period.


Incoming: Needs Authentication

SMTP server requires password authentication. Encryption methods supported are:

  • NONE
  • LOGIN
  • PLAIN
  • CLEARTEXT
  • CRAM-MD5

Incoming: Use SMTPS

SMTP server requires SMTPS. StartTLS (Transport Layer Security) is supported automatically.


Incoming: Inbox Name

Create a customized name for the inbox. Leave blank for the system default.


Incoming: Completion Mailbox

Create a customized mailbox name for completing a meeting request. Leave blank for the system default.


Incoming: Test POP Button

This checks the POP Email server to verify that all settings have been entered correctly.