Overview

uKnowva HRMS includes a complimentary shared email notification service for sending system-generated notifications. This service is intended for standard notification requirements and is provided on a best-effort basis.

As email authentication standards such as SPF, DKIM, and DMARC continue to evolve, reliable email delivery increasingly depends on the sender's domain configuration and email infrastructure. To ensure consistent delivery of business-critical HRMS notifications, we strongly recommend configuring your organization's SMTP server or subscribing to the uKnowva Managed Email Service.

Notifications Covered

The complimentary email notification service supports system-generated notifications, including:

• Leave Requests & Approvals

• Attendance Notifications

• Workflow Alerts

• Announcement Notifications

• Password Reset Emails

• Other HRMS-generated system notifications

Complimentary Email Service

The complimentary email notification service is provided using shared email infrastructure and is designed for standard notification requirements only.

Service Limitations

Important: During periods of high email traffic or when the hourly sending limit is exceeded, emails may be delayed, delivered to Spam/Junk folders, bounced by recipient mail servers, or may not be delivered successfully.

Recommended Email Delivery Options

To ensure reliable email delivery, organizations should choose one of the following options.

Option 1 – Configure Your Organization's SMTP Server

You may configure your organization's existing SMTP-compliant mail server with uKnowva HRMS.

SMTP Details Required

• SMTP Host

• SMTP Port

• SMTP Username

• SMTP Password

Depending on your organization's firewall or security policies, you may also need to whitelist the uKnowva application server IP address to allow SMTP communication.

Our support team will assist you throughout the SMTP configuration process.

Benefits

• Emails are sent using your organization's trusted email domain.

• Better email authentication through SPF, DKIM, and DMARC.

• Improved inbox placement.

• Greater control over email delivery and sender reputation.

• Suitable for organizations with existing corporate email infrastructure.

Option 2 – uKnowva Managed Email Service

Organizations that prefer a fully managed email delivery solution may subscribe to the uKnowva Managed Email Service.

This service is designed to provide reliable delivery of business-critical HRMS notifications through dedicated email infrastructure managed by the uKnowva team.

Features

• Reliable email delivery

• Improved inbox placement

• Dedicated email infrastructure

• Higher email sending capacity

• Managed by the uKnowva team

• Reduced risk of email delivery failures

Pricing

Best Practices

To achieve the highest possible email deliverability, we recommend the following:

• Configure your organization's SMTP server whenever possible.

• Publish valid SPF, DKIM, and DMARC DNS records for your email domain.

• Monitor email bounce reports regularly.

• Ensure recipient email addresses are valid and up to date.

• Avoid using shared email infrastructure for business-critical communications.

• Use the uKnowva Managed Email Service if reliable email delivery is essential for your organization.

Frequently Asked Questions

 

Why are some emails delivered to the Spam or Junk folder?

Inbox placement is determined by the recipient's mail server based on factors such as sender reputation, SPF, DKIM, DMARC authentication, email content, and recipient-side spam filtering. Because the complimentary service operates on shared infrastructure, inbox delivery cannot be guaranteed.

Why did my email bounce?

Email delivery failures may occur due to one or more of the following reasons:

• Invalid or inactive recipient email address

• Recipient mailbox is full

• Recipient mail server rejected the message

• SPF, DKIM, or DMARC authentication failures

• Temporary recipient mail server issues

• Hourly sending limit exceeded

• Organization-specific spam filtering policies

What happens if the hourly sending limit is exceeded?

When the hourly sending limit is reached, emails may be queued for later delivery. During peak traffic, delivery delays or temporary failures may occur.

Which email delivery option is recommended?

For organizations where HRMS notifications are business-critical—such as password reset emails, leave approvals, attendance alerts, payroll notifications, and workflow emails—we strongly recommend using either:

• Your organization's SMTP server, or

• The uKnowva Managed Email Service.

Both options provide significantly better reliability, improved email authentication, and higher inbox delivery rates compared to the complimentary shared email service.

Need Assistance?

If you need assistance configuring your organization's SMTP server or would like to subscribe to the

uKnowva Managed Email Service, our support team is here to help.

Support Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Our team can assist you with:

• SMTP server configuration

• SMTP authentication and connectivity issues

• Email deliverability troubleshooting

• Activation of the uKnowva Managed Email Service

• General HRMS email notification support

Disclaimer

The complimentary email notification service is provided on a best-effort basis and is intended for standard notification requirements only. While uKnowva continuously monitors and maintains the service, email delivery depends on several external factors, including recipient mail server policies, network conditions, email authentication, and domain reputation. Therefore, delivery, inbox placement, and bounce handling cannot be guaranteed when using the complimentary shared email infrastructure.