Setting Up Instant Intro Emails with SMTP

The fastest follow-up is the one that goes out before you have left the venue. With SMTP connected, ScanCardPro can send a personalized intro email the moment you scan someone's card — from your own address, so it lands like a note you wrote yourself. Here is how to set it up.

What SMTP does here

SMTP is the standard way apps send email through your existing mailbox. Connecting it means intro emails come from you — your name, your address, your reputation — rather than from a generic no-reply. Recipients simply see a friendly note from a real person they just met.

Step 1: Open Email settings

In ScanCardPro, go to Intro Emails and open the email/SMTP settings. This is where you will enter the connection details for the mailbox you want to send from.

Step 2: Enter your provider's SMTP details

You will need four things from your email provider:

• SMTP host — for example smtp.gmail.com or smtp.office365.com
• Port — usually 587 (TLS) or 465 (SSL)
• Username — your full email address
• Password — an app password (see the next step)

If you use your own domain, your host or IT team can give you these values.

Step 3: Create an app password (Gmail and Outlook)

Most providers no longer accept your normal login password for third-party apps. Instead, turn on two-factor authentication and generate an app password in your email account's security settings. Use that app password in ScanCardPro rather than your everyday password. This is more secure and prevents sign-in failures.

Step 4: Send a test

Save your settings and send a test email to yourself. If it arrives, you are connected. If it does not, double-check the port and confirm you used an app password, not your regular one — those are the two most common snags.

Step 5: Turn on intro emails

With SMTP verified, enable intro emails and pick a template. From now on, scanning a card can trigger a personalized message automatically — or you can review and send with one tap. Either way, your follow-up goes out while the conversation is still fresh.

Troubleshooting quick hits

• Authentication failed: you likely used your normal password — switch to an app password.
• Connection timed out: try port 587 instead of 465 (or vice versa).
• Email lands in spam: make sure the from-address matches the account you authenticated with.

Next, make those messages feel personal — see Personalizing Your Follow-Up Templates.