Communication

Set up email notifications

Ploy sends its notifications by email through the Email communications channel, and you control both which notifications use email and the address they're sent from. Ploy doesn't forward notifications to an arbitrary mailbox — instead you configure the Email channel, choose who sends your messages, and select which notifications are delivered by email.

The Email communications channel is separate from other integrations you may have configured. Connecting an identity provider or a Microsoft or Google integration doesn't automatically enable email notifications — you need to complete this setup explicitly.

What email notifications are used for

Once connected, the Email channel delivers the following types of messages to employees:

  • Surveys — Access review surveys and questionnaires

  • Approval requests — Access requests that need manager or owner approval

  • Reminders — Follow-up reminders for pending actions

  • Task lists — Action items employees need to complete

  • Links — Direct links to review campaigns, access requests, or other Ploy workflows

  • General messages — Other messages Ploy sends to employees

Email recipients are resolved from registered Ploy members, reviewers, assignees, and admins. Ploy doesn't expose a forwarding address or an arbitrary recipient list for redirecting notifications to another mailbox.

Prerequisites

  • Channel configuration access — You need permission to configure integrations and execute channel actions in your Ploy workspace.

  • A domain you own — Only needed if you want to send from your own domain instead of Ploy's address.

Set up the Email channel

  1. Navigate to Integrations in your Ploy dashboard.

  2. Select the Channels tab.

  3. Open the Email channel.

  4. Click Configure for an existing channel, or Add new channel then Email and Connect for a new one.

  5. In the Email Integration modal, use the Sender section to choose who sends your notifications.

For first-time setup, the same Email channel card is available under Comms Channel Integrations in the setup flow.

Choose who sends your notifications

Two sender modes are available, and they differ in whether you maintain DNS records.

Ploy sends for you

Ploy sends every notification from its own address. There is nothing to set up and nothing to maintain — no sender fields are required.

Your domain via Ploy

Send from an address on a domain you own. Enter a From name and From address. Ploy recommends a dedicated subdomain, for example iam.yourcompany.com, so Ploy can only send from that subdomain and never from your main domain.

Ploy shows the DNS records you need to publish, with Type, Host, and Value fields and Copy host and Copy value buttons. Add the records at your DNS provider, then return to Ploy.

Verify your sending domain

A custom sender is used only when all three of these are true: a custom sender mode is selected, its status is Verified, and a sender address is present. Otherwise Ploy sends the notification from Ploy's address.

  • Verified — Your DNS records are in place and the sender is active.

  • Waiting for your DNS records — Ploy is waiting for the records you added to propagate.

  • Not working yet — The records aren't detected; check them and use Check verification.

DNS changes usually take under an hour to take effect. Platform account emails, such as login or invite emails, are always sent by Ploy even when a custom sender is configured.

Test and save the sender

  1. Click Save sender.

  2. Click Send test email to confirm delivery.

The test email goes to your own registered organization email address, not an address you enter. The button is unavailable when the sender has unsaved changes, the displayed mode differs from the saved mode, or a custom sender isn't verified. When it works, Ploy confirms the test email was sent and you can check your inbox to see how it arrives.

Which notifications are sent by email

Email is a delivery channel applied to notification types; it isn't a single on/off switch for everything. You choose which notifications use email in two places.

  • Access notifications — In Access then Managed Access then Notifications, set Default channel type to Email. Email has no channel-location options in the current UI. This covers access request, provisioning, deprovisioning, and access policy events.

  • General notification templates — In Settings then Notifications, enable or disable individual notifications, customise their templates, and manage delivery settings such as batching.

Troubleshooting

Notifications still arrive from Ploy, not my domain

Ploy falls back to its own sender whenever a custom sender isn't verified or has no address. Confirm the sender status shows Verified and that a sender address is present, then use Check verification.

The test email can't be sent

The test button is unavailable until you save your changes, your sender is verified, and your account has a registered email address. Save the sender, verify it, and try again.

I want to send from my Microsoft 365 or Google Workspace mailbox

Sending through your own Microsoft 365 or Google Workspace tenant isn't available yet. Use your own domain verified with Ploy, or keep sending as Ploy.

Was this helpful?
Was this helpful?