Akada gives you two ways to send emails:
Through our email server (transactional email)
Through your own email provider using SMTP (similar to how email works on your phone)
What's the difference?
When you send emails through our server, they come from noreply@akadasoftware.com, but your studio name will still appear in the recipient’s inbox. This method generally has higher deliverability and saves you from dealing with your provider’s settings or evolving security protocols.
Gmail users may encounter issues such as timeouts or failures when attempting to send bulk emails due to Google's stringent rate and anti-abuse policies. Switching to Akada's built-in email server can eliminate these constraints.
Our recommendation:
We recommend using the Akada email server—especially for studio-wide emails, statements, and confirmations.
However, this article provides instructions for both methods, allowing you to choose what works best for your studio’s needs.
Setting Up Email
Before we discuss setting up your email address, there are some basics you will want to understand first.
Email Type – Each Akada user can send an email from a main studio email address and the email address associated with their username.
Email Display Name – This field allows you to set the name that will appear in the “from” line of your recipient’s inbox. Instead of your email address, it will show your studio name or any other name you’d like.
Transactional Email Setup: Akada’s Transactional Email system allows you to send emails through our service from the “noreply@akadasoftware.com” address. This option will enable us to ensure that bulk emails with reports, such as statements, receipts, and costume confirmations, are sent without the security issues associated with many email providers.
This approach also circumvents issues such as rate limits and timeout failures that are often encountered when sending bulk emails through services like Gmail.
From the home screen, click on the main menu (3 lines) in the top left corner of Akada.
Click the arrow beside Settings.
Select Email Setup.
In the Send Using section, use the drop-down and select “Transactional Email Service.”
Review and, if needed, update your Email Signature.
Select your default options:
Check the Re-Captcha box.
Save Changes.
*Note - The "group number" is irrelevant when using the transactional email system.
How will this appear to your customers?
All emails sent via the transactional email system will be sent from noreply@akadasoftware.com. However, as mentioned earlier, your studio's display name will appear in the recipient's inbox.
What if a parent replies? All replies will be sent to your studio’s email address.
Setting up Email Using My Provider’s SMTP Settings:
From the home screen, click on the main menu (3 lines) in the top left corner of Akada.
Click the arrow beside Settings.
Select Email Setup.
Use the drop-down menu to select the email address you’d like to set up.
Enter your email provider’s SMTP server*.
Enter your email user name.
Enter the password to your email account.
Enter your email provider’s outgoing port number.
Use the drop-down menu to choose whether to be notified or not.
Enter a test email address.
Enter the email group size (we generally recommend 25).
Enter your email signature.
If you want the main studio email address to be the default (instead of the user’s email), check the box.
Click Test Settings.
If the email is working correctly, you will receive a message that the email was sent successfully. If you receive an error, double-check your settings.
Once the settings are working successfully, click Save Changes.
Repeat this process for each DanceWorks user you would like to be able to send emails from their own address.
*Note: For most email providers, you can do a Google search for their specific settings. “Email provider's name outgoing email settings” usually returns pretty accurate search results. If you are not able to find them online, then you will need to contact your email provider.
2-step Verification and App-Specific Passwords – It has become common for email providers to require the use of 2-step verification with an app-specific password. Gmail, Yahoo, and Hotmail all require these additional steps. This allows you to create a password specific to Akada through your email provider’s settings. Your email account will generate the password, and then you plug that password into the email password field in Akada. You’ll find step-by-step instructions below for specific email providers. You can click on the links for each step.
However, it is essential to note that these steps won't resolve bulk email limitations, such as Gmail's rate limits or delivery restrictions.
Gmail Free Account:
Common Challenges When Sending Bulk Emails: Gmail users who send bulk emails through Akada might face timeouts or blocked email attempts due to Gmail's rate limits and anti-abuse measures. Relying on Akada's transactional email server can effectively bypass these challenges.
G Suite Email (formerly Google Apps):
Plug the newly generated password into Akada
Hotmail Free Account:
Plug the newly generated password into Akada.
Yahoo Free Account:
Plug the newly generated password into Akada.
*Please be sure to format the app password exactly as it is generated. If they have spaces, be sure to include them.