Purpose

This article explains how a district can configure EZRouting to send notifications (emails) using their own email server instead of the default EZRouting mail server. It also outlines what IT needs to provide, how to test, and what to check if messages don’t send as expected.

When to Use Your Own Email Server

Districts may prefer to use their own email server when:

• They want all emails to come directly from a district-owned mailbox (e.g., transportation@district.org).
• They manage DKIM/DMARC/SPF themselves and want full control over deliverability and security.
• They have existing logging, archiving, or compliance requirements tied to their own mail system.

If a district is hitting send limits or other constraints with their current provider (e.g., Gmail), it may be appropriate to switch back to the EZRouting mail server or carefully manage volume and throttling on their own server.

Information IT Needs to Provide

Before you configure EZRouting to use the district’s server, ask the district’s IT/email admin for:

1. SMTP server address
   • Example: smtp.gmail.com, mail.district.org.
2. Port
   • Typical: 587 (TLS), 465 (SSL), or 25 (unencrypted/internal relay).
3. Encryption method
   • None, SSL, or TLS (STARTTLS).
4. Authentication details
   • Username (often the full email address).
   • Password or app-specific password if required by the provider.
5. From email address
   • The address families and staff will see in the “From” line (e.g., transportation@district.org).
6. Send limits / rate limits
   • Maximum messages per minute/hour/day, so they understand what volume the server will allow.
7. Any IP or app “allow list” requirements
   • If the district restricts SMTP clients or requires specific IPs, they may need to allow EZRouting’s outbound traffic to connect in.

Configuration Steps in EZRouting

Note: Field labels may vary slightly based on version, but the general pattern is the same.

1. Log into EZRouting as an administrator.
2. Go to Settings → Email (or Email Settings / Notifications Settings, depending on your environment).
3. In the Email Server / SMTP section, select the option to use a district (custom) email server rather than the default EZRouting server.
4. Enter the SMTP details provided by IT:
   • SMTP Server / Host
   • Port
   • Encryption (SSL/TLS/None)
   • Username
   • Password
5. Set the From email address:
   • This should be the district-owned address you want families to see (for example, transportation@district.org).
   • Make sure this address is allowed to send through the configured server.
6. Save your changes.

Send a Test Email

After configuration:

1. In the same Email Settings page, use the Test button (if available) to send a test email to:
   • A staff account.
   • Optionally, a technical mailbox monitored by IT.
2. Have the recipient open the test email and confirm:
   • The email arrived.
   • The From address is correct.
   • It is not in spam/junk.
3. If IT is checking headers, they may confirm:
   • SPF/DKIM/DMARC results for the district’s domain (this is fully managed on their side when they use their own server).

Running Real Notifications

Once the test looks good, they can:

1. Go to the Notifications / Real-time Notifications area in EZRouting.
2. Select the group of students/routes to notify (by route, school, or other filters).
3. Choose Email as the channel and compose the message.
4. Review the recipient count and send.

Messages will now go through the district’s email server, subject to its limits and filtering rules.

Troubleshooting

If you encounter any issues during the setup process, see the District Email Troubleshooting Guide.

Updated July 29, 2026 18:38