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

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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