8 min read

Email Provider Integration

ArkCloud sends transactional email through SendGrid, or through any SMTP server when no SendGrid key is set. It ships switched off: with neither configured, a production deployment reports email as not configured and sends nothing - a portal access link can still be issued, but it has to reach the patient another way.

Supported Transports

SendGrid

Used whenever a SendGrid API key is set.

Credentials

SENDGRID_API_KEY (required)

EMAIL_FROM - must be a verified sender in SendGrid

EMAIL_FROM_NAME

SMTP

Used only when no SendGrid key is set. Any SMTP server works, including Amazon SES, Microsoft 365 or Google Workspace through their SMTP endpoints. Every kind of email ArkCloud sends, statements and receipts included, goes through it.

Credentials

SMTP_HOST (required)

SMTP_PORT - 587 when blank

SMTP_SECURE - true for implicit TLS (465)

SMTP_USER

SMTP_PASS

With nothing configured, a production deployment fails each send honestly as not configured; a non-production deployment simulates the send and delivers nothing.

The status panel at the top of this page counts either SendGrid or an SMTP server as configured. Settings -> Email shows the transport actually in use. On ArkCloud's hosted service, email is switched on and sent from an authenticated arkcloudhealth.com address.

What Is Sent, and Through What

Account and sign-in email

Password resets, user invitations and similar system messages - SendGrid or SMTP.

Reminders, notifications and alerts

Rehab appointment reminders, new-patient request emails, in-app notification emails and operational alerts - SendGrid or SMTP.

Patient statements

Sent as an email with the statement in the body - SendGrid or SMTP. Recorded as sent only when the transport accepted it; a development deployment that only simulates the send leaves the statement queued.

Payment receipts

SendGrid or SMTP, in dark text on a plain background so it stays readable in every mail client. A receipt that could not be sent is recorded on the account with the reason.

Failed payment-plan payment

When a scheduled payment-plan payment fails, the patient is emailed (and texted, with consent) - SendGrid or SMTP. A notice with no content is not sent, and the reason is recorded.

Turning It On

Prepare the provider

Create a SendGrid account, or get SMTP details from your mail provider

Verify the sending domain and set SPF, DKIM and DMARC records

For SendGrid, verify the From address you will use

Enter the credentials

A platform operator opens the Operator back office -> Credentials

Fills in the SendGrid (email) group or the SMTP (email fallback) group - or the same keys are set in the server environment

A value saved there overrides the environment and is stored encrypted

Check and test

An ADMIN opens Settings -> Email (/dashboard/settings/email, or /rehab/settings/email) to see which transport is active

Send a test email from that screen

Confirm the active transport is the one you expect - statements and receipts use it too

Not Built

Mailgun, Postmark, Resend or the Amazon SES API (SES works only as an SMTP host)

Bounce, complaint or delivery-event processing - no provider webhook is received, so a bounced address is not flagged and contact details are not updated

Open and click tracking inside ArkCloud

Inbound email - replies to ArkCloud email are not read

Best Practices

Authenticate your domain

Set SPF, DKIM and DMARC for the sending domain to improve deliverability and prevent spoofing.

Use a real From address

Send from your own domain (for example [email protected]) and, for SendGrid, a verified sender.

Watch bounces in the provider

ArkCloud does not process bounces. Review bounce and block reports in SendGrid or your mail server, and correct patient addresses by hand.

Send a test after every change

Use the test on Settings -> Email after changing credentials.

Security

SendGrid is reached over HTTPS; SMTP uses STARTTLS or implicit TLS as configured. What happens after the provider accepts a message - and whether the recipient's server uses TLS - is outside ArkCloud. Whether a provider may carry protected health information depends on the Business Associate Agreement you hold with that provider; ArkCloud cannot establish one on your behalf.

Encrypted credentials

Keys saved in the back office are stored encrypted

Restricted settings

Credentials: platform operator only. Email status and test: ADMIN

Patient Statements Notifications Twilio Integration Communication