Email configuration allows Leconfe to deliver account verification messages, password-reset links, invitations, submission notifications, review messages, payment notices, and other conference communication.

There are two separate tasks: a server administrator configures the email delivery service in the Leconfe .env file, while a Conference Manager can customize email subjects, message bodies, headers, and footers from the Leconfe panel.

Email Setup Overview

1. Prepare an email account or transactional email service.
2. Configure SMTP or Sendmail in the Leconfe .env file.
3. Clear the cached configuration.
4. Open the scheduled conference Workflow settings.
5. Customize the email templates and layout if required.
6. Send a test email and verify its delivery.

Before You Begin

Prepare the following information:

• Access to the Leconfe installation directory and its .env file.
• The SMTP host name, port, username, password or API credential, and encryption method supplied by your email provider.
• A sender address that the provider permits Leconfe to use.
• Access to the inbox of the Leconfe account that will receive the test email.

Make a backup of the .env file before changing it. Never publish SMTP credentials in documentation, screenshots, support tickets, or public repositories.

1. Choose an Email Delivery Method

SMTP

SMTP is recommended for most production installations because it works with institutional mail servers and transactional email providers. Obtain the exact settings from your provider instead of copying settings from another website.

Sendmail

Leconfe also supports sendmail. Use it only when the hosting provider has already configured a reliable local mail service. If you are unsure, use authenticated SMTP or ask the hosting provider which method is supported.

2. Configure SMTP in the .env File

1. Open the root directory of the Leconfe installation.
2. Locate the .env file. Files beginning with a dot may be hidden in some hosting control panels.
3. Back up the file.
4. Replace or add the mail configuration values shown below.

MAIL_MAILER=smtp
MAIL_HOST=smtp.example.org
MAIL_PORT=587
MAIL_USERNAME=conference@example.org
MAIL_PASSWORD="replace-with-your-smtp-password"
MAIL_ENCRYPTION=tls
MAIL_FROM_ADDRESS="conference@example.org"
MAIL_FROM_NAME="International Academic Conference"

Replace every example value with the information supplied by your email provider.

Use a Matching Port and Encryption Method

• Port 587 with tls is the usual STARTTLS configuration.
• Port 465 with ssl is used when the provider requires implicit TLS.
• Port 25 is normally reserved for a server relay and may be blocked by hosting providers.

Do not combine port 465 with tls unless the email provider explicitly instructs you to do so.

3. Gmail SMTP Example

For a Google account, enable two-step verification and create an app password for Leconfe. Do not use the normal Google account password.

MAIL_MAILER=smtp
MAIL_HOST=smtp.gmail.com
MAIL_PORT=587
MAIL_USERNAME=your-account@gmail.com
MAIL_PASSWORD="your-google-app-password"
MAIL_ENCRYPTION=tls
MAIL_FROM_ADDRESS="your-account@gmail.com"
MAIL_FROM_NAME="Your Conference Name"

Google Workspace administrators may restrict SMTP or app passwords. If the settings are unavailable, contact the organization’s Google Workspace administrator.

4. Optional EHLO Domain

Most installations do not need to set an EHLO domain. Add it only when the SMTP provider or server log indicates that the client host name is rejected.

MAIL_EHLO_DOMAIN="conference.university.ac.id"

Use a valid fully qualified domain name without https://, a path, or a trailing slash. The correct value depends on the SMTP provider and may be the Leconfe host name or another verified sending host. Do not assume that it must always be the root domain.

5. Apply the New Configuration

Save the .env file. If Leconfe continues to use the previous values, clear the cached configuration from the Leconfe root directory:

php artisan optimize:clear

On shared hosting without command-line access, use the hosting panel’s application tools or ask the hosting provider to clear the Laravel configuration cache. Do not delete application files manually.

6. Open Email Settings in Leconfe

1. Sign in as a Conference Manager or another user allowed to update the scheduled conference.
2. Open the required conference and scheduled conference.
3. Under Settings, select Workflow.
4. Open the Email tab.

7. Customize Email Templates

The Email Templates section contains the messages used by Leconfe for different workflow events.

1. Find the template you want to change.
2. Open its action menu and select Edit.
3. Update the subject and message body.
4. Keep required template variables intact. Removing a variable may cause important information such as a submission title, participant name, payment link, or conference title to disappear.
5. Save the template.

If a customized template is no longer suitable, use Restore Default to return it to the Leconfe default. Restoring a template replaces that conference’s customization.

8. Customize the Email Header and Footer

1. Open Layout Templates.
2. Edit the shared email header and footer.
3. Use clear institutional branding and include only links that recipients can access.
4. Select Save.

The layout is shared by the email templates for the current conference. Keep it concise so that the main message remains easy to read on mobile devices.

9. Send a Test Email

1. In Layout Templates, select Test Email.
2. Leconfe sends the test message to the email address of the currently signed-in user.
3. Check the inbox and spam or junk folder.
4. Confirm the sender name, sender address, subject, header, body, footer, links, and mobile layout.

A success notification confirms that Leconfe handed the message to the configured mail transport. Final delivery can still be affected by the provider, DNS authentication, spam filtering, or sending limits.

10. Verify Production Delivery

Before inviting real participants or sending a bulk announcement:

• Send tests to more than one provider, for example an institutional address and a personal mailbox.
• Configure SPF, DKIM, and DMARC records for the sending domain according to the email provider’s instructions.
• Confirm that links use the correct public Leconfe URL and HTTPS.
• Check that the conference name and scheduled-conference title are correct.
• Use a recognizable sender address that recipients can trust.

Troubleshooting

Security Recommendations

• Use a dedicated sending account or provider credential for Leconfe.
• Use an app password or restricted SMTP credential instead of a personal account password.
• Limit access to the .env file and keep it outside the public document root.
• Rotate a credential immediately if it appears in a screenshot, log, repository, or support message.
• Never use real credentials in documentation or training materials.

Next step: After email delivery is working, review the scheduled conference’s email templates and send a final test before opening registration or submissions.