> For the complete documentation index, see [llms.txt](https://docs.xenoraa.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.xenoraa.com/xenoraa-help-center/settings-and-configuration-how-to-guides.md).

# Settings & Configuration — How-To Guides

## Settings & Configuration — How-To Guides

The Settings module lets you configure every aspect of your Xenoraa workspace — from email delivery and team access to custom dropdown options and mail templates. This guide covers the most important configuration tasks.

***

### Email Configuration (SMTP)

#### How do I set up email sending for my workspace?

Xenoraa sends emails (invoices, notifications, team invitations) using your own SMTP credentials, so emails arrive from your domain rather than a generic sender.

1. Go to **Settings → Email Configuration**.
2. Enter your SMTP details:
   * **Host:** Your SMTP server (e.g., `smtp.gmail.com`, `smtp.zoho.com`, `smtp.sendgrid.net`)
   * **Port:** `587` (TLS) or `465` (SSL)
   * **Username:** Your email address or SMTP username
   * **Password:** Your SMTP password or app-specific password
   * **From Name:** The display name for outgoing emails (e.g., "Apex Retail Support")
   * **From Email:** The sender email address (e.g., `noreply@apexretail.com`)
3. Click **Test Connection** to verify the settings work correctly.
4. Click **Save Configuration**.

> **Gmail users:** You must generate an **App Password** in your Google Account security settings (under 2-Step Verification) rather than using your regular Gmail password.

***

### Mail Templates

#### How do I customise the email templates sent to customers?

Go to **Settings → Mail Templates**. You will see a list of all system email templates (Invoice Sent, Payment Received, Order Confirmation, etc.). Click **Edit** on any template to customise the subject line and body.

Templates support **merge tags** that are automatically replaced with real data when the email is sent:

| Merge Tag             | Replaced With                        |
| --------------------- | ------------------------------------ |
| `{{customer_name}}`   | Customer's full name                 |
| `{{invoice_number}}`  | Invoice number (e.g., INV-2026-0042) |
| `{{amount}}`          | Invoice total in Rs.                 |
| `{{due_date}}`        | Invoice due date                     |
| `{{company_name}}`    | Your workspace company name          |
| `{{order_id}}`        | E-commerce order ID                  |
| `{{tracking_number}}` | Shipment tracking number             |

***

### Team Members & Roles

#### How do I invite a new team member?

Go to **Settings → Team Members** and click **+ Invite User**. Enter their email address, select their role, and click **Send Invitation**. They will receive an email with a link to set their password and access the workspace.

#### What are the available roles and what can each role do?

| Role           |      CRM      |    Accounts   |     POS     |  E-Commerce |   Settings  |
| -------------- | :-----------: | :-----------: | :---------: | :---------: | :---------: |
| **Admin**      |  Full Access  |  Full Access  | Full Access | Full Access | Full Access |
| **Manager**    |  Full Access  | View + Create | Full Access | Full Access |  View Only  |
| **Staff**      | View + Create |   View Only   | Full Access |  View Only  |  No Access  |
| **Accountant** |   View Only   |  Full Access  |  View Only  |  View Only  |  No Access  |

#### How do I remove a team member?

Go to **Settings → Team Members**, find the user, and click **Deactivate**. Their account will be immediately suspended and they will no longer be able to log in. Their historical data (leads created, activities logged) will be preserved.

***

### Custom Dropdowns

#### How do I add custom options to dropdown fields?

Many fields in Xenoraa (Lead Source, Industry, Product Category, etc.) use configurable dropdown lists. To customise these:

1. Go to **Settings → Custom Dropdowns**.
2. Select the dropdown you want to edit (e.g., "Lead Source").
3. Click **+ Add Option** and enter the new value.
4. Drag and drop options to reorder them.
5. Click **Save Changes**. The new options will appear immediately in all relevant forms.

***

### Workspace Branding

#### How do I add my company logo to invoices and emails?

Go to **Settings → Workspace Settings** and click **Upload Logo**. Upload a PNG or JPG file (recommended size: 300×100 pixels). Your logo will appear on all PDF invoices, email headers, and the POS receipt.

#### How do I set my GST number and business address?

Go to **Settings → Workspace Settings** and fill in your **GST Number**, **Business Address**, **City**, **State**, **PIN Code**, and **Country**. These details appear on all invoices and financial documents.

***

### Troubleshooting

**My emails are going to the spam folder. What should I do?** This is usually a DNS configuration issue. Ask your domain provider to add the following DNS records for your sending domain:

* An **SPF record** authorising your SMTP provider to send on your behalf.
* A **DKIM record** provided by your SMTP provider.
* A **DMARC record** to instruct email servers on how to handle unauthenticated emails.

**I changed my SMTP settings but emails are still not sending.** Clear your browser cache and try the **Test Connection** button again. If the test fails, double-check your SMTP password — many providers require an app-specific password rather than your account password.

**A team member says they cannot access a module they should have access to.** Check their assigned role in **Settings → Team Members**. If the role is correct, try asking them to log out and log back in to refresh their session permissions.


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