Help · Email setup
Connect your email to Revnio: step-by-step guides
Recovery emails work best when they come from an address your customers recognize. You can connect Gmail in one click, or connect almost any other mailbox with an app password. Pick your provider below. Last checked October 24, 2026.
Works. Use the one-click button.
Gmail and Google Workspace
One click with “Connect Gmail”; an app password is the alternative.
Step-by-step guideLimited. Password sending is being retired.
Outlook, Hotmail and Microsoft 365
Microsoft is retiring password sending. Often does not work.
Step-by-step guideWorks with an app password.
Yahoo Mail
Create a Yahoo app password and paste it into Revnio.
Step-by-step guideWorks with an app-specific password.
iCloud Mail
Create an app-specific password at account.apple.com.
Step-by-step guideWorks on plans that include SMTP.
Zoho Mail
Needs a paid Zoho plan; use an app password if you have 2FA.
Step-by-step guideWorks. Revnio detects it from your domain.
Purelymail
Use your normal mailbox password, or an app password if you use two-factor.
Step-by-step guideWorks with an app password; enter the server yourself.
Fastmail
Create an app password and use Advanced settings.
Step-by-step guideWorks if your provider allows password sending.
Another provider or a company mailbox
Use Advanced settings with your provider’s SMTP details.
Step-by-step guideHow connecting works
- Open the email settings. Go to Settings, then Integrations, then Email. Gmail has a one-click button; every other mailbox uses “Any email account”.
- Type your email address. Revnio recognizes Gmail, Outlook, Yahoo, iCloud, Zoho and Purelymail from the address or from your domain’s mail records, and fills in the server for you. For anything else you enter the server under Advanced settings.
- Paste the password or app password. Revnio checks the login, saves it encrypted, and sends a test email to you.
- Recovery emails now come from your address. If the mailbox fails or reaches its daily cap, the email goes out through Revnio’s own sender instead, so no customer is missed.
When something goes wrong
Revnio shows a plain-English message instead of a technical error. Find yours below, or open your provider’s guide above. Admins can also see which addresses Revnio has stopped emailing on the email settings page.
| Message you see | When | Why it happens | What to do |
|---|---|---|---|
| Enter a valid email address, like [email protected]. | Connecting | The address is missing the @ or the domain. | Type the full address. |
| We couldn’t recognise your email provider. Open Advanced settings and enter your mail server. | Connecting | Revnio does not know this provider from the address or the domain’s mail records. | Open Advanced settings and enter the SMTP server, port and security from your provider’s help page (see “Another provider”). |
| <your domain> only forwards email (<service>), so there is no mailbox for it to send from. | Connecting | The domain’s mail records point at a forwarding service (Cloudflare Email Routing, Namecheap forwarding, ImprovMX or Forward Email). | Use the address where you actually read your mail, or set up a real mailbox for the domain. |
| Paste your password to continue. | Connecting | The password field is empty. | Paste the password or app password. |
| Choose ‘STARTTLS’ or ‘SSL’ for the connection security. | Connecting | The security setting is something else. | Pick STARTTLS or SSL in Advanced settings. |
| Use one of the standard mail ports: 465, 587, 25 or 2525. | Connecting | Revnio only connects on the standard mail ports. | Use 465 (SSL) or 587 (STARTTLS), or ask your provider which standard port they use. |
| That doesn’t look like a mail server name. | Connecting | The server name is empty, too long or contains spaces or symbols. | Enter only the server name, for example smtp.yourprovider.com. |
| We couldn’t find a mail server called <name>. | Connecting | The server name does not exist in DNS: usually a typo. | Check the spelling and that it is the outgoing (SMTP) server. |
| That server address isn’t a public mail server. | Connecting | Revnio refuses servers on private or internal addresses. | Use your provider’s public SMTP server. |
| <Provider> rejected the login. Paste the app password you just created, not your normal email password. | Connecting | The provider needs an app password and was given a normal password, or the app password was wrong or revoked. | Create a new app password with your provider (see its page) and paste that. |
| The mail server rejected your email or password. Check both and try again. | Connecting | Wrong address or password, or the provider does not allow password sign-in from apps. | Check both, use an app password if you have two-factor authentication, and see your provider’s page for restrictions. |
| The mail server refused the recipient address. | Sending | The customer’s mail server rejected the address. | If the server says the mailbox does not exist, Revnio adds it to the do-not-email list for you. |
| The mail server won’t let this account send from that address. | Sending | The provider does not allow this login to send as that sender address. | Connect the mailbox that owns the address, and send with its own address. |
| We couldn’t reach the mail server. Check the server name and port, or try again in a minute. | Connecting | The server refused or did not accept the connection. | Check the server and port, then try again. |
| The mail server took too long to answer. Check the server name and port, or try again. | Connecting | The server did not answer in time. | Check the server and port, then try again later. |
| The secure connection failed. Try switching the security setting between STARTTLS and SSL. | Connecting | The security type does not match the port. | Use SSL with port 465, or STARTTLS with port 587. |
| This mail server doesn’t support the way we log in. Try the other security setting. | Connecting | The server does not offer password login on this connection type. | Try the other security setting. |
| The mail server closed the connection. Try the other security setting, or try again. | Connecting | The server hung up, often because of the wrong security setting. | Try the other security setting, then try again. |
| We couldn’t find that mail server. Check the server name. | Connecting | The server name could not be looked up. | Check the spelling. |
| The mail server reported a problem: <detail> | Connecting | The provider returned a specific message that Revnio does not have its own wording for. | Read the provider’s message: it usually names the cause (for example a blocked account or a policy). |
| Something went wrong talking to the mail server. Please try again. | Connecting | An unexpected error. | Try again. If it keeps happening, tell Revnio support which provider you use. |
| Too many attempts. Please wait a minute and try again. | Connecting | Revnio limits connection attempts. | Wait a minute. |
| Only an admin can connect an email account. | Connecting | Your role in the organization is below admin. | Ask an admin or owner to connect it. |
| SMTP connection is incomplete | Sending | The saved connection is missing its server, port or security setting. | Reconnect the mailbox. Meanwhile Revnio sends through its own sender. |
| Daily sending limit for this mailbox reached | Sending | Revnio’s daily cap for your mailbox has been reached. | Nothing to do: the remaining emails go through Revnio’s sender and the cap resets as the 24 hours pass. |
| The recipient’s mail server says this address doesn’t exist | Sending | The customer’s mail server permanently refused the address. | Revnio stops emailing it and lists it under “Not emailing these addresses”. |
| Revnio needs permission to send email for you. Please try again and tick the box that lets Revnio send email on your behalf. | Gmail connection | On Google’s permission screen the box that allows sending was left unticked. | Connect again and tick that box. |
| No refresh token received. Please disconnect and reconnect with full consent. | Gmail connection | Google did not give Revnio lasting access, usually because access was granted before. | Disconnect, then connect again and approve the full permission. |
| Failed to exchange authorization code | Gmail connection | Google rejected the sign-in code, often because it expired or was used twice. | Start the connection again from the beginning. |
| Failed to fetch user info from Google | Gmail connection | Google would not return your email address. | Try again. |
| Could not determine email address | Gmail connection | Google did not return an email address for the account. | Try another Google account, or use an app password. |
| Malformed state / Bad state signature / Malformed state payload / State organization mismatch / State expired | Gmail connection | The sign-in link was altered, belongs to a different organization or took more than 15 minutes. | Start again from the email settings page and finish within a few minutes. |
| Google OAuth not configured | Gmail connection | The Gmail connection is not set up on this Revnio installation. | Use the app password route, or contact Revnio support. |
| No active email connection / No email connection found / This email connection can’t send a test email yet | Connecting | There is no connected mailbox of a type that can send a test. | Connect a mailbox first. |
Frequently asked questions
What is an app password?
An app password is a separate, one-purpose password that your email provider creates for a single program. Revnio uses it to send recovery emails from your mailbox, and your real password never goes into Revnio. Most providers require one when two-step verification is on.
Why can’t I just use my normal email password?
Many providers (Google, Yahoo and Apple among them) block outside programs from signing in with your everyday password. They ask for an app password so that you can cancel Revnio’s access later without changing your real password.
Is it safe? What does Revnio do with the password?
Revnio stores the password encrypted and never shows it back to you or to anyone else in the dashboard. Only an admin can connect a mailbox, and disconnecting deletes the stored password. An app password can open your mailbox, so treat it like a password: give it a name you recognize and delete it when you stop using Revnio.
Can I revoke it later?
Yes. Delete the app password with your email provider (each provider’s page shows where) and click Disconnect in Revnio. For the one-click Gmail connection, Disconnect also tells Google to end Revnio’s access.
Which mailbox is used if I connect more than one?
One mailbox per organization. Connecting a new one replaces the old one, and the dashboard asks you to confirm before it does.
What happens when I reach the daily sending limit?
Revnio counts the recovery emails sent in the last 24 hours. Once a mailbox reaches its cap, the rest go out through Revnio’s own sender so no recovery email is delayed. The caps are conservative Revnio defaults (for example 400 a day for Gmail and 200 for iCloud), not limits set by your provider.
What if my mailbox stops working?
If sending fails, that email is sent through Revnio’s own sender instead, so the customer still hears from you. If the provider rejects the saved login, the connection is marked as needing attention and the owners and admins get an email with a link to your integration settings to reconnect.
What happens when a customer’s address bounces, marks the email as spam or unsubscribes?
Revnio stops emailing that address. Every recovery email has an unsubscribe link (and, for mailbox sends, a one-click unsubscribe header). Hard bounces, spam complaints, unsubscribes and addresses the recipient’s server permanently refuses are added to your “Not emailing these addresses” list on the email settings page, where an admin can allow an address again. Bounces that arrive later as normal messages in your own inbox are not seen by Revnio.
Why might my emails land in spam, and what is the Email health card?
Mailbox providers trust a domain that proves who is allowed to send for it. The Email health card on the email settings page checks your domain’s SPF, DKIM and DMARC records and tells you in plain English what to add if one is missing. Free-mail addresses such as gmail.com are set up by the provider, so they always pass.
My domain only forwards email. Can I send from it?
No. A domain whose mail is only forwarded (Cloudflare Email Routing, Namecheap email forwarding, ImprovMX, Forward Email) has no mailbox to send from. Use the address where you actually read your mail, or set up a real mailbox for the domain. Revnio will tell you this as soon as you type the address.
Recover failed payments on autopilot
Revnio retries failed payments at the right time and reaches customers by email and WhatsApp until the card is fixed. Works with Stripe, Chargebee and Paddle.