Setting up Email

Sending emails in Shepherd's Staff requires that you have an email client outside of Shepherd's Staff that you would like to use to send your emails. Examples of this are Outlook, Yahoo or Zoho. Shepherd's Staff itself doesn't actually send your emails for you, but, it provides the email addresses you have in your database to your email client so your email client can send the emails.

You will also need to give a user access to Shepherd’s Staff email through the User Security utility. This access must be granted by your system administrator (logged in with “sysadmin”).

If you don’t have a system administrator or can’t log in using “sysadmin”, please contact Shepherd’s Staff Support at 1.800.346.6120 for assistance.

Here is how to change email access for a user:

1. On the Shepherd’s Staff home screen, click “System” > “Security”>"User Security"
2. Find the user you want to enable or disable email access for, click on their user ID and click "Edit"
3. Check the "Can send e-mail from within the program" box.
4. Click Save.

Once this has been completed, your selected user will have the ability on their login to access the email section of Shepherd's Staff, and if you're using Microsoft Outlook, you're now ready to send emails. However, if you want to send from another option, like Gmail, you will still need to set up your connection with your email client. Presently, the email services you can use are Yahoo, Outlook.com (Hotmail, Live accounts) and Zoho.

Note: Due to Google's security protocols, it is not possible to send email using SMTP within Shepherd's Staff. If you want to send email using a Gmail account, configure Shepherd's Staff to use Outlook to send email and add your Gmail account to Outlook.

Here's how to configure Shepherd's Staff to reach your email client:

1. On the Shepherd's Staff home screen, click on the Send Email icon (The envelope icon) on the Shepherd's Staff Central Toolbar.
2. Click the gear icon on the right side of the window that appears next
3. Choose "Use SMTP Server".
4. Choose the email service you use in the "Choose SMTP Server" and click the Pencil Icon to enable the editing of data.
5. In the User ID field, enter your email address that you'll be sending from, and in the Password field, enter your email password.
6. When finished click the Save icon where the pencil was at previously. Click Select to save your selections.