Email and mailboxes
Connect the mailboxes OrderPilot sends from — with Google sign-in or an app password — and choose which mailbox is used for return labels, invites, reports and alerts (admins only).
What it's for
OrderPilot sends email for several jobs: return labels to buyers, user invites and password resets, report emails and alerts. Here you add the mailboxes it can send from and decide which mailbox handles each job.
Where to find it
⚙ Settings → Company settings → Email & mailboxes (admins only). One tab: Mailboxes.
The screen at a glance
Mailboxes
Each saved mailbox shows its name, address, mail server, and whether it can send: 🟢 connected with Google, password saved, or no password — cannot send.
Below the list is the form to add one: Name, Email address, App password, SMTP host and Port. Blank host and port use Gmail's settings (smtp.gmail.com, 587).
What sends from where
Pick a mailbox for each purpose:
| Purpose | Notes |
|---|---|
| Return labels | Must be the address registered on your Amazon seller account. Amazon only passes mail to a buyer from an address it recognizes, and drops anything else without telling you. |
| User invites | Sign-in invitations and password resets for OrderPilot users. |
| Reports | Scheduled report emails. |
| Alerts | Job failures and things that need attention. |
Buttons and actions
| Button | What it does |
|---|---|
| Connect a Gmail mailbox with Google | Takes you to Google to sign in to the mailbox and allow "Send email on your behalf". You return to Settings with "✅ Gmail mailbox connected". Uses the Name box as the mailbox name, if filled. |
| Add mailbox | Saves a mailbox from the form (app-password route). |
| Test | Sends a test email from that mailbox, so you know it works before a customer is on the other end. |
| Edit | Loads the mailbox into the form; the button changes to Save changes. Leave the password blank to keep the saved one. |
| Cancel | Leaves edit mode without saving. |
| Delete | Asks you to confirm, then removes the mailbox. |
| Purpose lists (What sends from where) | Save as soon as you pick a mailbox. |
How to connect a Gmail mailbox with Google (recommended for Gmail)
- Open Settings → Company settings → Email & mailboxes.
- Optional: type a Name such as "Seller mailbox".
- Click Connect a Gmail mailbox with Google.
- Sign in to the Gmail account you want to send from.
- Allow Send email on your behalf. If Google says the app is not verified, click Advanced → Go to OrderPilot.
- Back in Settings, the mailbox shows 🟢 connected with Google.
- Click Test.
- Under What sends from where, pick it for the purposes you want.
How to add a mailbox with an app password (any email provider)
- For Gmail, create a 16-character App Password: Google Account → Security → 2-Step Verification → App passwords. This is not your normal Google password. For other providers, use the SMTP password they give you.
- Fill in Name, Email address and App password.
- For a non-Gmail provider, type its SMTP host and Port.
- Click Add mailbox, then Test.
- Assign it under What sends from where.
Tips and troubleshooting
- Return label emails never reach the buyer. The Return labels mailbox must be the exact address on your Amazon seller account.
- "no password — cannot send". Click Edit, enter the app password, and Save changes — or reconnect with Google.
- Text commands need an app-password mailbox. Google-connected mailboxes can send but cannot be read for incoming texts. See Text messages (SMS).
- Alerts and reports need a mailbox assigned to Alerts or Reports, or they can't go out.
- The app password is stored encrypted and never shown again.