In this video, you’ll learn how to configure automatic email notifications in Snipe-IT.
We focus on sending alerts for asset check-in and check-out events.
Email notifications help IT teams track asset activity in real time.
This setup is ideal for IT helpdesk, system administrators, and asset managers.
You’ll see how notifications improve accountability and reduce asset loss.
We also explain common use cases like onboarding, offboarding, and device returns.
Proper alerts ensure users and admins stay informed at all times.
Follow this step-by-step guide to optimize your Snipe-IT notification workflow.

Step 1. Where is the mail configuration file located?

On the server where Snipe-IT is installed (Ubuntu or Debian):
/var/www/snipe-it/.env
Open this file:
sudo nano /var/www/snipe-it/.env

Step 2. Configure mail in the .env file

Find the section MAIL_* and modify it according to your SMTP server:

▶ Example using Gmail SMTP
MAIL_DRIVER=smtp
MAIL_HOST=smtp.gmail.com
MAIL_PORT=587
MAIL_USERNAME=youremail@gmail.com
MAIL_PASSWORD=app_password
MAIL_ENCRYPTION=tls
MAIL_FROM_ADDR=youremail@gmail.com
MAIL_FROM_NAME=”Snipe-IT System”
Note: Gmail must use an App Password (16-character password), not a regular Gmail password.

▶ Example using Microsoft 365
MAIL_DRIVER=smtp
MAIL_HOST=smtp.office365.com
MAIL_PORT=587
MAIL_USERNAME=yourname@domain.com
MAIL_PASSWORD=your_password
MAIL_ENCRYPTION=tls
MAIL_FROM_ADDR=yourname@domain.com
MAIL_FROM_NAME=”Snipe-IT”

Note that for MS365, you need to go to the admin portal, select the user to send the emails, and enable the Authentication SMTP feature for that user.

▶ Example using a private email server (Ex: Mailcow)
MAIL_DRIVER=smtp
MAIL_HOST=mail.tsf.id.vn
MAIL_PORT=587
MAIL_USERNAME=admin@tsf.id.vn # email account you want to send mail to
MAIL_PASSWORD=your_password # password email
MAIL_FROM_ADDR=admin@tsf.id.vn
MAIL_FROM_NAME=”Snipe-IT”
MAIL_TLS_VERIFY_PEER=false

Explanation of parameters:
• MAIL_HOST: is the SMTP server of the Mail Server, usually the same as the mail domain (mail.tsf.id.vn)
• MAIL_PORT: 587 uses TLS, 465 uses SSL (if Mailcow has SSL installed)
• MAIL_USERNAME: full email address (you@tsf.id.vn)
• MAIL_PASSWORD: email password (or app password if there is a special configuration)
• MAIL_FROM_ADDR / NAME: address displayed when sending mail

Step 3. After editing the .env file → run the reload command

cd /var/www/snipe-it
sudo php artisan config:clear
sudo php artisan cache:clear
sudo php artisan config:cache

Step 4. Set up email notifications for check-in and check-out

Setting=>Categories=>Edit
Setting=>User=>Email