Email

In the Navigator in Tools and Settings click on System Settingsor On the Ribbon Bar in Tools and Settings click on Settings
Click on the Email option.

Two tabs are available; Email Settings and Email Preferences.

Email Settings

This tab activates payroll email functionality. Employees can receive payslips via email, and most reports can be emailed.

Email settings are per user - if you have more than one user on the system, these settings must be configured separately for each.

Activating Your Email Settings:

On the Email Settings tab, complete the following information as required:

Field	Explanation
Emailer
New Emailer option	Tick this box to enable Office365 interaction (OAuth) and TLS 1.3 support
General
Your email	You should complete only your email. Enter your company email address - recipients of email 's will see this as the ‘From’ email address and can reply to this address
SMTP Settings
Outgoing Mail Server (SMTP)	This is the name of the outgoing mail server. Ask your IT resources for details.
Port	Check with your IT resources. In most cases, the port is 25.
Type	If your email server is set up to accept anonymous logins, you can select none in this field. You should not need to complete the two following fields, account and password. If your email server cannot accept anonymous logins, select simple login from the drop down list, then complete the account and passwordfields. Refer to your IT resources for the correct settings. If you have enabled the New emailer option select OAuth in this field.
Simple Authentication Settings
Account/User Name	If you are using Simple Login in SMTP Settings, enter the user's (your) company email address here.
Password	Enter the password that is associated with the email address specified in Account/User Name.
TLS/SSL Enable	This is a security setting. The use of this depends on the receiving server settings. For example Gmail or Hotmail will require this to be enabled, but for Exchange Server it is optional. Check with your IT resources for more information.
OAuth Settings
Client Id Client Secret Tenant ID Scopes	Completes these settings if OAuth has been selected in SMTP settings. Refer to your IT Resources. Activating OAuth may require additional settings to be configured in your email system. The Ready Pay support team cannot provide any support for your emailing systems.
Send Test Email	Click Send Test Email to confirm your configuration. System will now provide a log of the email test and if an error occurs a message to assist you with determining configuration issues will be generated.

Once you have entered all the required information, click Apply.
Click on the Email Preferences tab.

To better understand Scopes please refer to the following page:

https://learn.microsoft.com/en-us/entra/identity-platform/scopes-oidc

Note: Non-Microsoft email systems will have similar requirements.
Please note the support team is not able to assist you in configuring your email settings beyond entering the selected details into Ready Pay.

Email Preferences

The Email Preferences tab is used to:

- Include a confidentiality statement or disclaimer as part of emails

- Set password protection and encryption for attachments

1. On the Email Preferences tab, complete the following information as required:

Field Explanation

Message Format

Message Format Specify your preferred email format - the default is HTML.

Security (Reports)

Encrypt Attachments Check if you want to encrypt all emailed reports in a ZIP file. If you do not select this option, you will still be able to encrypt individual reports at the time of emailing them. The default is OFF.

Use a default password To apply a system password to all encrypted attachments, select this box. Enter the password in the next field. Note: Only the Administrator login can set or amend this password.

Default Password Specify the password to be used.

Security (Pay Advices)

Encrypt Attachments If you check this box, these items will be encrypted when emailed to employees. Each employee will be able to open the attachment by using their own password. The system will use the password specified on the security tab of each employee's file.

NOTE: The next two options apply to emailing large numbers of Pay Advices. These two settings only need to be changed if your organisation uses an external mail server such as Office 365 - Exchange Online. Please refer to your IT resource if you are unsure.

No. of emails sent per batch The default number is 50. Change this if necessary. Valid values are from 5 to 50.
For example, Office 365 specifies a maximum of 30 emails per minute throughout a company. Leaving the batch number at 50 means it is likely that an error message will be generated during the email process.

Wait time between batches
By default there is no wait time between sending batches of emails. This can be changed to a seconds value if necessary. Valid values are 0 to 120 seconds.

For example, Office 365 Exchange Online has a restriction of 30 emails per minute. In addition to setting the No. of emails sent per batch to a maximum of 30, you should also set a Wait time between batches of at least 60 seconds. This will ensure that no more than 30 emails are sent per minute.

Email Confidentiality Statement

Include Statement Check this box if you would like a confidentiality statement included at the end of emails generated by Ready Pay. Enter the text in the blank field below.

Note: The Office 365 Exchange Online email restrictions are based on the total number of emails sent by your organisation, not just those sent by Ready Pay. You may wish to get advice from your IT resources for a batch size and wait time which is appropriate for your organisation and your hosted mail server provider.

Return to System Preferences.

Field	Explanation
Message Format
Message Format	Specify your preferred email format - the default is HTML.
Security (Reports)
Encrypt Attachments	Check if you want to encrypt all emailed reports in a ZIP file. If you do not select this option, you will still be able to encrypt individual reports at the time of emailing them. The default is OFF.
Use a default password	To apply a system password to all encrypted attachments, select this box. Enter the password in the next field. Note: Only the Administrator login can set or amend this password.
Default Password	Specify the password to be used.
Security (Pay Advices)
Encrypt Attachments	If you check this box, these items will be encrypted when emailed to employees. Each employee will be able to open the attachment by using their own password. The system will use the password specified on the security tab of each employee's file.
NOTE: The next two options apply to emailing large numbers of Pay Advices. These two settings only need to be changed if your organisation uses an external mail server such as Office 365 - Exchange Online. Please refer to your IT resource if you are unsure.
No. of emails sent per batch	The default number is 50. Change this if necessary. Valid values are from 5 to 50. For example, Office 365 specifies a maximum of 30 emails per minute throughout a company. Leaving the batch number at 50 means it is likely that an error message will be generated during the email process.
Wait time between batches	By default there is no wait time between sending batches of emails. This can be changed to a seconds value if necessary. Valid values are 0 to 120 seconds. For example, Office 365 Exchange Online has a restriction of 30 emails per minute. In addition to setting the No. of emails sent per batch to a maximum of 30, you should also set a Wait time between batches of at least 60 seconds. This will ensure that no more than 30 emails are sent per minute.
Email Confidentiality Statement
Include Statement	Check this box if you would like a confidentiality statement included at the end of emails generated by Ready Pay. Enter the text in the blank field below.