SnipeIT – P14 Automatically Send Email Notifications in Snipe-IT (Check-In / Check-Out)

Real-time visibility is critical in IT asset management.

Without proper alerts, assets can be checked out, returned, or transferred without immediate awareness from IT or management.

In this guide, you will learn how to configure Email Notifications in SnipeIT to automatically send alerts for:

• ✅ Asset Check-Out

• ✅ Asset Check-In

• ✅ Onboarding device assignment

• ✅ Offboarding device returns

• ✅ Asset activity tracking

This configuration is ideal for:

• IT Helpdesk teams

• System administrators

• Asset managers

• Organizations that require accountability

Properly configured email notifications reduce asset loss and improve transparency across departments.

📌 Why Email Notifications in SnipeIT Matter

Without automatic alerts:

• ❌ IT may not know when assets are assigned

• ❌ Device returns can be delayed

• ❌ Offboarding becomes risky

• ❌ Asset misuse may go unnoticed

With Email Notifications in SnipeIT:

• 🚀 Users receive confirmation emails

• 📩 IT admins are informed instantly

• 🔎 Asset activity is traceable

• 🔐 Accountability improves

• 📊 Asset lifecycle becomes transparent

Now let’s configure it step by step.

Step 1 – Locate the Mail Configuration File

On the server where Snipe-IT is installed (Ubuntu or Debian):

Open this file:

This .env file controls the SMTP configuration used by Snipe-IT.

Step 2 – Configure Mail in the .env File

Inside the file, locate the section starting with:

Modify it according to your SMTP provider.

▶ Example Using Gmail SMTP

⚠ Important:
Gmail requires an App Password (16-character password).
Do NOT use your regular Gmail password.

▶ Example Using Microsoft 365

Important for Microsoft 365:

You must go to the Microsoft 365 Admin Portal:

• Select the user account used to send emails

• Enable the SMTP Authentication feature

Without enabling SMTP authentication, emails will not be sent.

▶ Example Using a Private Mail Server (Example: Mailcow)

Explanation of Parameters

• MAIL_HOST → SMTP server address (example: mail.tsf.id.vn)

• MAIL_PORT → 587 for TLS, 465 for SSL

• MAIL_USERNAME → Full email address

• MAIL_PASSWORD → Email password or app password

• MAIL_FROM_ADDR / NAME → Sender information displayed in emails

Correct configuration ensures stable Email Notifications in SnipeIT.

Step 3 – Reload Configuration After Editing

After editing the .env file, run the following commands:

These commands:

• Clear old configuration

• Reload environment variables

• Apply new SMTP settings

Skipping this step may cause mail configuration changes not to take effect.

Step 4 – Enable Check-In / Check-Out Notifications

Now configure notification behavior inside Snipe-IT.

Go to:

Setting ➜ Categories ➜ Edit

Then configure:

Setting ➜ User ➜ Email

Ensure email notifications are enabled for:

• Check-Out events

• Check-In events

Once enabled:

• Users will receive confirmation emails

• Admins will be notified

• Asset activity becomes traceable

🚀 Common Use Cases

Email Notifications in SnipeIT are especially useful for:

✅ Employee Onboarding

Automatically notify users when laptops or devices are assigned.

✅ Employee Offboarding

Ensure confirmation when assets are returned.

✅ Device Replacement

Track asset swaps and hardware upgrades.

✅ Remote Workforce

Send notifications without requiring physical confirmation.

🔐 Best Practices for Production

To ensure reliable email delivery:

• Use authenticated SMTP

• Enable TLS encryption

• Avoid using root email accounts

• Monitor spam filters

• Test with a small user group first

Also ensure your firewall allows outbound SMTP traffic.

📊 Benefits for IT Teams

After enabling Email Notifications in SnipeIT:

• Faster response time

• Better user accountability

• Reduced asset disputes

• Improved audit readiness

• Stronger lifecycle tracking

For companies managing 100+ devices, email alerts are essential.

🎯 Conclusion

Configuring Email Notifications in SnipeIT is not just an optional feature — it is a critical operational control.

With proper SMTP configuration and notification settings, you can:

• Automate asset communication

• Reduce manual follow-ups

• Improve transparency

• Protect company assets

This setup transforms Snipe-IT into a proactive asset management system instead of a passive database.