Outbound Email Settings

In order to successfully send and automate emails from CiiRUS to guests, owners, and staff, the Outbound Emails must be configured.

CiiRUS offers three methods of sending emails and notifications from the system:

  1. CiiRUS Default (cannot be used to automate emails via the CRM)
  2. SMTP Server
  3. Mandrill (recommended)

Outbound Emails:

CiiRUS Default:

  • This is the original method of sending emails. Emails are sent directly from the CiiRUS Servers and from an @ciirus.com sending domain. The user’s emails address is appended as a mailto: in the emails header so that any replies go back to the manager’s own email address.
  • This method does work, however, due to recent SPF compliance of email distribution systems, the user may find that their correspondence is blocked by the recipient. This is because this system sends emails using @ciirus.com on the behalf of many different users, which can be misinterpreted as spam or ‘spoofing’. Also, this method of sending mail is NOT supported by the CRM.

Notice, it defaults to the CiiRUS Default server. This is not supported by the CRM, and therefore, using the CiiRUS default server will not allow the Property Manager to automate emails and SMS correspondence. In addition, using the CiiRUS default means that any manual emails that are sent, will come from a CiiRUS email address rather than the Property Manager's email address.

SMTP (Simple Mail Transfer Protocol):

  • SMTP is a fairly universal way of remotely sending messages from a 3rd party email server, using another application to generate the message. Many email services offer SMTP functionality including but not limited to Gmail, Microsoft Exchange, Zoho, and others. With SMTP, the message is composed from the CiiRUS system but is then sent to an SMTP sever to actually “send” the message.This method sends the message as the email service user and so instead of the message coming from @ciirus.com with a mailto: in the header, the email sends from the user’s actual email address. Such a method is SPF compliant and results in a much more reliable delivery system.
  • Users should be careful connecting their SMTP server to an automated system like our Emailers and Rules, as too high of a volume of messages to the wrong recipients could leave the email address permanently black listed.
  • The user should refer to their email service of choice for the documentation pertaining to this set-up.
  • Users should be careful connecting to their SMTP server to an automated system like CiiRUS, as too high of a volume of messages to the wrong recipients could leave the email address permanently black-listed
  • The user should refer to their email service of choice for the documentation pertaining to this set-up

Transactional Email (by Mailchimp)

  • Formally known as 'Mandrill,' Transactional Email's by Mailchimp is a purpose built, high volume email distribution solution. It is very much like SMTP except it does not integrate directly with the user’s emails service, and it provides safe guards to prevent black listing from occurring. Additionally, it provides detailed reports, so that the user can see how each email was handled, when it was opened, or if it failed and why.
  • Transactional Email's by Mailchimp is a paid service, and setting it up requires a MailChimp Account and a couple of text records will need to be added to the sending domain’s name server to pass SPF Validation.

Click here for more information on Mailchimp’s Transactional Email

Mailchimp Transactional Email  is a paid service, and setting it up requires a Mailchimp Account.

After creating a Mailchimp account and adding on the transactional email, the text records will need to be added to the sending domain's nameserver to pass SPF Validation.

Mailchimp Transactional Email provides some great documentation on how to complete the set-up.

For help configuring the email settings, please submit a ticket via the Help Center.

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