Can two accounts have the same Use As value?

The form does not stop you, but it is not worth doing. Prostay uses one active mailbox per job, so a second System Notifications account is at best ignored and at worst ambiguous. If you are replacing a mailbox, connect the new one and deactivate the old one rather than running two.

Test Connection succeeded but guests still get nothing.

A successful test proves the credentials work. It does not prove anything about the rest of the chain. Check that the account is Activated, that its Use As reads System Notifications, that the template you expect is switched on, and that a schedule points at it. The delivery log will tell you whether a send was ever attempted.

Do I need the incoming server details?

Only for a mailbox your team reads inside Prostay, which means the one set to Prostay Nexus. A mailbox that exists solely to send guest notifications needs the outgoing half and nothing else.

Why does my provider reject the password?

Most providers no longer allow an ordinary account password from an application, and expect an app password or a token generated for this purpose instead. Generate one in your mail provider, paste that into the Password field, and test again.

Connect an email account

Prostay does not have a mailbox of its own. Everything it sends leaves from a mailbox you own, using credentials you give it, so a guest sees your address rather than something generic. This screen is where that mailbox is connected.

The Email Accounts screen header reading Email Accounts, with the line Connect the mailboxes used to send and receive guest emails across Prostay Nexus, system notifications and Prostay AI, and an Add Account button on the right. — Add Account only appears for a role with edit rights on Email server settings.

What you need before you start

Have the mailbox details to hand before you open the form, because a half-filled account cannot be tested and an untested one is worth very little.

The address itself, and a password for it. For most providers this is an app password rather than the one a person types to read their mail.
The outgoing server name and port your provider publishes, and whether it expects SSL.
The incoming server name and port, if you want Prostay to read replies as well as send.
For a Microsoft mailbox, an app registration in Microsoft Entra, which gives you an application id, a tenant id and a secret.

Adding an account

Press Add Account. The form opens in two halves: who this mailbox is, and how Prostay reaches it.

Adding an account and changing one are separate permissions. If Add Account is not on your screen, or Save Changes is greyed out on an account you have opened, your role does not include that one, and an administrator can add it from Users in System Settings, under System Settings › Email accounts.

A card headed Account details showing an Account name field reading Reservations, an Email Address field reading reservations@marlowehotel.example, a masked Password field with an eye icon, a Use As dropdown set to Prostay Nexus and a Type dropdown set to SMTP. — The top half of the form. Use As is the field that decides what this mailbox is for.

Field	What it is for
Account name	A label for your own list. Guests never see it. Name it after the job rather than the person, for instance Reservations or Guest Notifications.
Email Address	The address itself. This is what a guest sees in the From line, so it should be one they can reply to.
Password	The password or app password for that mailbox. The eye icon reveals what you have typed while you check it.
Use As	What this mailbox is for. See below; this is the field people get wrong.
Type	SMTP or Microsoft. It changes which fields the rest of the form asks for.

Use As, the field that decides everything

Use As is what appears in the Module column of the list, and it decides which part of Prostay uses this mailbox.

Value	What sends through it
Prostay Nexus	The shared inbox your team reads and replies from. This is the one that needs incoming settings as well as outgoing.
System Notifications	Every automatic email to guests: confirmations, reminders, receipts. There is one of these, and every template sends from it.
The third value	The mailbox the AI assistant answers from. It is the last of the three, and its label may still carry the AI product's former name, so choose it by position rather than by wording.

The SMTP fields

Choosing SMTP asks for the server details your provider publishes, in two groups.

Incoming email settings is where Prostay reads messages from: Incoming Server, PORT, a Use IMAP switch and a Use SSL switch. This half only matters for a mailbox your team reads. A mailbox that only sends notifications never needs it.

Outgoing email settings is the half that sends: Outgoing Server, PORT, the same two switches, and Append Emails to Sent Folder. That last one is worth switching on, because it puts a copy of everything Prostay sent into the mailbox's own Sent folder, where you can read it in your normal mail client.

There is also an Email domain server field above them, which is the domain the mailbox belongs to.

The Microsoft fields

Choosing Microsoft replaces the server details with three fields from an app registration in Microsoft Entra: Application ID, Secret Key and Tenant Id. Your IT administrator creates that registration and gives Prostay permission to send as the mailbox; there are no server names or ports to fill in.

Test, then activate

Save Changes stores the details. It does not check them. The button that checks them is Test Connection, which asks the mail server to accept these credentials and reports back.

The account header showing the account name, a green Connected badge, an Activated switch, a Test Connection button and a blue Save Changes button. — Test Connection asks the mail server to accept these details before you rely on them.

The badge next to the account name is the result of the last test. Connected means the server accepted the credentials. Disconnected means it did not, and a red banner across the top of the form gives the reason the server returned, which is usually a rejected password or a port that is closed.

Activated is a separate switch and a separate idea. A connected account that is not activated is not used. Both have to be true before anything sends: the credentials work, and the mailbox is switched on.

Fill in the fields and press Save Changes.
Press Test Connection and wait for the badge.
If it reads Connected, turn Activated on.
If it does not, read the banner, correct the field it points at, save, and test again.

Changing or removing an account later

The list gives each row a menu with edit and delete. Editing reopens the same form. Reset Settings, at the bottom of the form, clears the connection details for that account without deleting the account itself, which is the quicker route when a provider changes its server names and you want to start the server half again.

Who can do this

The screen is gated on Email server settings., in the System Settings group of the role editor. View rights let someone read the list of connected mailboxes. Edit rights are what put the Add Account button on the screen and let someone change or test an account. A role with neither gets a message naming the permission rather than an empty page.

Where to go next

How Prostay sends email to your guests, for how this mailbox fits with templates, schedules and the delivery log.
Write an email notification template, the next step once a system mailbox is connected.
Users, roles and permissions, for granting the permission this screen needs.