Send Emails

After your administrator configures email for EMS, you can send confirmations, invoices, reminders, and other messages to users and groups.

Understand email options

  • If your organization uses Microsoft Outlook, you can use Outlook to send confirmations, invoices, and individual emails.
  • SMTP email supports bulk messaging and automated email processes.
  • If your organization does not use Outlook, EMS uses SMTP email for all email communication.
  • You can send generic emails to any recipient.

Requirements

  • Your user account must contain a valid email address.
  • Your administrator must configure email services before you can send email from EMS.
  • Organizations that use external SMTP servers must configure OAuth authentication.

Email reservation attendees

  1. Select a reservation in Desktop Client Web.
  2. Select Email.
  3. Complete the From, Subject, and Message fields.
  4. Optional:
    • Select Attachments to add files.
    • Use the formatting toolbar to format the message.
  5. Select Send.

Send a confirmation

  1. Open the confirmation.
  2. Select Email.
  3. Review the sender information in From.
  4. Enter one or more recipients in To.
  5. Optional:
    • Use the formatting toolbar to format the message.
    • Select Attachments to add files.
  6. Select Send.

EMS inserts the confirmation into the email and uses your configured confirmation settings to determine available attachment options.

Send an invoice

  1. Open the invoice preview window.
  2. Select Email.
  3. Review the email details.
  4. Optional:
    • Modify the recipient list.
    • Enter values in Header message and Footer message.
    • Select a different attachment format if needed.
  5. Select Send.

EMS attaches invoices as PDF files by default. You can also attach invoices as HTML, Microsoft Excel, Microsoft Word, TIFF, or text files.

Send a generic email

  1. Select the Email icon on the toolbar.
  2. Enter recipients in To.
  3. Enter values in Subject and Message.
  4. Optional:
    • Select Attachments to add files.
    • Use the formatting toolbar to format the message.
  5. Select Send.

OAuth authentication

EMS supports OAuth authentication for external SMTP servers. Administrators must configure OAuth credentials to support secure email delivery and maintain compatibility with modern Microsoft email authentication requirements.