How to Share SMTP Email Details Safely for a requirement of App Password for Web Applications or Whitelisting Requirements (Google Workspace Users)

📅 28 Jan 2026 📂 General 👁 3 views

When a travel portal sends booking confirmations, invoices, or alerts, it needs an email system to send those messages automatically.
This is done using something called SMTP.

If not handled properly, sharing email details can risk email misuse, spam, or security issues. This guide explains the safe and correct way to share SMTP details when you use Google Workspace.

What is SMTP? (In simple words)

SMTP is a service that sends emails automatically
Your travel portal uses it to send:
- Booking confirmations
- Payment alerts
- Ticket emails
It works quietly in the background

? Think of SMTP as a postman that delivers emails from your system to customers.

Why Vendors Ask for SMTP Details

A vendor may ask for SMTP details to:

Send emails from your domain name
Ensure emails reach customers’ inboxes
Avoid using free or unreliable email services

This is normal and required for most portals.

When You May Face This Issue

You’ll usually see this request when:

Setting up a new travel portal
Migrating to a new vendor
Enabling email notifications
Emails are not reaching customers

⚠️ Important Safety Rule (Must Read)

Never share your main email password
Example:
❌ info@yourdomain.com password
❌ Admin email password

Always use a separate email or special password.

Step-by-Step: What You Should Give the Vendor (Safe Way)

Step 1: Create a Separate Email ID

Create a new email like:

noreply@yourdomain.com
booking@yourdomain.com
alerts@yourdomain.com

? This email is used only for sending system emails.

Step 2: Ask Your IT / Admin to Enable Email Sending

This includes:

Turning on email sending
Enabling extra security (called 2-step verification)

Don’t worry — this is usually a one-time setup.

Step 3: Share Only These Details with Vendor

Copy-paste this:

SMTP Server: smtp.gmail.com
Port: 587
Security: TLS
Email ID: noreply@yourdomain.com
Password: App Password or mailbox password (not main password)

? This allows email sending without giving full access.

Example (How Vendor Uses It)

Customer books a flight
Travel portal sends booking email
Email shows sender as booking@yourdomain.com
Customer trusts the email

Common Problems & Easy Fixes

Emails not going to customers

Check spam folder
Confirm correct email ID is used

Vendor says “authentication failed”

Password may be incorrect
Ask admin to regenerate password

Emails going to spam

Use proper sender name
Avoid words like “FREE”, “URGENT”

Important Precautions

❌ Do not share admin access
❌ Do not reuse personal email IDs
✅ Use a dedicated system email
✅ Change password if vendor changes

Best Practices for Daily Use

Use one email ID only for system emails
Review sent emails occasionally
Change password once a year
Inform vendor if emails stop working

Conclusion

Sharing SMTP details is safe only when done correctly.
By using a separate email ID and sharing limited details, you protect your business and ensure smooth email delivery for your travel portal.

If unsure, always ask your IT support before sharing any password.

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