> ## Documentation Index > Fetch the complete documentation index at: https://help.odia.app/llms.txt > Use this file to discover all available pages before exploring further. # Email setup > Choose the name and address your organization's emails are sent from, and the shared mailbox replies arrive in. ## Overview Odia sends emails on your behalf — a purchase order to a supplier, an invoice to a client, a Journey to a travel agent. **Email setup** controls two things about every one of them: the name and address they come from, and the address replies go to. **Navigate to:** Settings > Communications > **Email setup** Only an organization **Owner** can change these settings. Admins, Supervisors and Users open the same screen and see the current sender and reply address, without the editing fields. If a change is needed, the message reads **An organization owner needs to add a reply-to address**. Nothing is sent from this screen. It sets the sender and reply address that the rest of Odia uses when you send from a Journey, an invoice, a purchase order or a reminder. ### Which emails this covers The **Email defaults** tab lists the six kinds of email Odia sends for you: * Purchase orders * Supplier messages * Service reminders * Commission requests * Journey emails * Invoices Working in the app? Select the **?** icon in the bottom-right corner of this screen to open its Help panel, which also has a **Contact support** button for a live chat with our team. ## Who your emails come from Emails are sent by Odia from an address on the **odia.app** domain. The part before the `@` is yours to choose; the `@odia.app` ending is fixed and cannot be changed to your own domain. Go to Settings > Communications > **Email setup**. **ODIA automated email** is already selected — you do not need to connect an inbox. **Sender name** is who the email appears to come from, and it starts out as your organization name. This is the name a recipient sees in their inbox list. Up to 100 characters. **Sender address** is the part before `@odia.app` — so entering `yourcompany` sends from `yourcompany@odia.app`. Use 2 to 64 characters: lowercase letters, numbers, and single dots or hyphens between them. **What your recipient sees** is a live inbox mockup beside the fields that updates as you type. Select **Save changes** when it looks right. Together the two fields produce what lands in the recipient's inbox. A **Sender name** of `Sparfell Confirmations` with a **Sender address** of `sparfell` arrives as **Sparfell Confirmations \<[sparfell@odia.app](mailto:sparfell@odia.app)>**. ### Before a sender is saved Until an Owner saves a sender, emails go out as **Odia \<[noreply@odia.app](mailto:noreply@odia.app)>**. Saving your own sender name and address replaces it. ### Rules for the address | Situation | What you see | | - | - | | Another organization already uses the address | **This address is unavailable. Choose another address.** | | The address is a generic one Odia holds back — `info`, `hello`, `support`, `sales`, `noreply` and similar | **This address is reserved. Choose another address.** | | The address contains spaces, capitals, or other punctuation | **Use letters, numbers, single dots or hyphens.** | An address belongs to one organization only, and it is claimed when you save — not when Odia suggests it. If the save is rejected, your existing sender is left exactly as it was. Renaming your organization later does not rename a sender address you have already saved. To change it, edit **Sender address** and select **Save changes**. ## Where replies go A sender address is for sending only. `yourcompany@odia.app` is not a mailbox — nobody can open it, and nothing arrives there. Replies go wherever the **Reply-to address** points, which is why Odia will not send anything until an Owner has set one. **Navigate to:** Settings > Communications > **Email setup**, then **Reply-to address** Until it is filled in, the field shows **Add a reply-to address to start sending** and emails do not go out. One reply-to address serves the whole organization, so point it at a mailbox your team shares — `reservations@yourcompany.com`, not one person's address. Every supplier reply, agent question and client answer arrives there. If it points at an individual, replies stop with them while they are on leave or after they move on. Odia does not fill this in from anyone's login email. It is whatever an Owner types. ### A different reply address for one kind of email If invoices should be answered by accounts and purchase orders by operations, an Owner can override the organization address per email type. Go to Settings > Communications > **Email setup** and open the **Email defaults** tab. This tab is visible to Owners only. Select the email type you want to change — for example **Invoices**. Types you have already changed carry a **Customized** badge. Fill in **Reply address**. Left empty, it inherits the organization address, which the placeholder shows. Select **Save email defaults**. Replies are then sent to the first address that is set, in this order: 1. The **Reply address** on that email type, if you set one. 2. The organization's **Reply-to address**. Each email type also has **Subject**, **Message** and **CC** starting content. These prefill the draft when someone composes that kind of email, and the sender can still edit the draft before sending. Service reminders are the exception: their subject and recipients come from the services being chased, so only **Reminder message** and **Reply address** can be set. ## Purchase order fields The **Purchase order fields** tab controls the service fields included in purchase orders and supplier reminders. Choose a category, set PO inclusion, Required, and reminder inclusion for each field, then save the category. Owners and Admins can edit; Supervisors and Users can review. An unconfigured category starts with all available fields included in purchase orders. Required and reminder inclusion start off. Supplier Cost cannot be included in reminders. A field is one service detail, such as Start Date or Meeting Point. Each service category has its own list. Use **Service category** to search by name and see saved field counts or **Using defaults**. **Purchase orders — Include** adds the detail to purchase-order drafts. **Required** locks it in the draft and always includes it when sending. An empty required value marks the service as not ready and blocks sending from the Journey composer. Required does not apply to reminders. **Reminders — Include** also adds the detail to supplier reminders; it must first be included in purchase orders. ## What Odia does not do ### There is no copy in your Sent folder Odia sends these emails itself. It does not send them through your mail account, so no copy appears in your own Sent folder, and none appears in the shared mailbox you set as the reply-to address. That mailbox receives replies, not copies of what went out. To keep a record, an Owner can set a **CC** address on an email type under **Email defaults**. It prefills the CC field on every draft of that type, so the copy is sent as part of the email itself. ### Sent emails are not listed on the Journey A Journey has a **Communications** tab, and it stays empty for this kind of email. That tab lists email conversations from a connected inbox, so an organization sending through ODIA automated email sees nothing there. The tab is still visible — it simply has nothing to show. ### There is no signature or template editor here Email setup has no signature editor and no email templates. Signatures continue to use your existing profile and organization information. ## When something needs attention | Message | What it means | | - | - | | **Add a reply-to address to start sending.** | No reply address is set. An Owner adds one on **Email setup** and saves. Nothing sends until then. | | **An organization owner needs to add a reply-to address.** | The same problem, seen by a team member who cannot fix it. Ask an Owner. | | **This address is unavailable. Choose another address.** | The sender address belongs to another organization. Your current sender is unchanged. | | **Automated email is temporarily unavailable. Please try again later.** | A temporary problem on Odia's side. Connecting an inbox is not required to fix it. | | **Your settings were saved. Refresh to see the current sender and reply addresses.** | The save succeeded. Select **Refresh overview** — do not submit the change again. | | **Saved email settings need attention. Review them in Email setup.** | An Owner needs to review and explicitly replace the saved settings before sending resumes. | Some organizations also have **Connected inbox**, which sends from a mailbox you own instead of from `odia.app`. This page covers the standard setup. See [Inbox Integration](/features/settings#inbox-integration) for connected accounts. ## Related Documentation Purchase order fields, invoice defaults and the rest of your organization's configuration. Conversations with travellers, suppliers and agents from a connected inbox or WhatsApp. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.