How To Send Email Notifications Using Your Own Email Server

Referral Factory allows you to use our referral program software to route your referral campaign email notifications through your own email server.

How does it work? Well, you still use our referral software to trigger and send email notifications for your referral program. Except now, instead of sending those emails through our mail server, you can choose to send them through your own. 

To set up your own email server you need to have ๐Ÿ‘‡

๐Ÿ‘‰ An active Referral Factory account

๐Ÿ‘‰ An email address that you wish the emails to be sent from

๐Ÿ‘‰ Access to your email server or SMTP settings

How to set up your own email server ๐Ÿ‘‡

  • Log in to your Referral Factory account and click on the Settings tab in the left-hand navigation bar.
  • If your outbound email address is not set, add it.  


  • Click on "Manage Email" button to configure your settings. 


  • Here you will need to enter your SMPT credentials for your own mail server. You will also need to enter the email address you wish to use as well as the password for that email account.
  • Once you've set up everything correctly, click the "Save" button. 


  • Now that you have set up your own email server, the email notifications enabled in your referral program will be sent through your own server. 

Read about how to enable SMTP Settings for Gmail in this help guide. 

Read about how to enable SMTP Settings for Outlook in this help guide. 

Once you've set up everything, it's time to test your own email server set up to confirm that your new SMTP settings are working.

  • From your Referral Factory account, go to the campaigns tab.
  • Choose the campaign you want to send emails from and click edit
  • Go to email notifications and send test email




Here is an example of an email sent without your own mail server set up ๐Ÿ‘‡



Here is an example of an email sent with your own mail server set up  ๐Ÿ‘‡

example_with_email server

Benefits of enabling your own mail server with our referral software๐Ÿ‘‡

  • Improved email deliverability - utilizing your own SMTP server may increase the deliverability rate of your email notifications to your users as in most cases they have already received emails from your server and have less risk of getting flagged as spam.
  • Access your own email analytics -  sending emails from your own email server gives you the ability to access the results of your emails sent so you can see in your own server how many emails were sent, delivered, or bounced back.
  • An additional layer of security - if your email server has additional encryption you will be able to use their encryption to further secure your own emails.

If you need any help getting this setup, please feel free to get in touch with our friendly support team. They'll be happy to assist.

You can either use the chat button in your account, or you can email our support team.


Referral Factory was voted the #1 referral program software to use in 2023, by Influencer Marketing Hub. Marketers across the globe use Referral Factory to build, launch and run powerful referral programs at scale. If you want to get referrals and grow your business then you've come to the right place โญ๏ธ โญ๏ธ โญ๏ธ โญ๏ธ โญ๏ธ