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Account

Account Settings

Business name, branding, and your own SMTP server for unlimited invitations.

The Account Settings page is where you set the things that apply to your whole RateMind account — your business name, your logo, and (optionally) your own email server for sending invitations.

Open it from Settings in the sidebar.

General

Your business name and website.

General card with Business Name (Koehn & Partners GmbH) and Website (koehn-partners.de) fields
General card with Business Name (Koehn & Partners GmbH) and Website (koehn-partners.de) fields

Business Name shows up in the sidebar at the top, in invitation emails, on the survey landing page, and on the print-ready QR card. Use the public-facing name your customers know you by — not your legal entity name unless they're the same.

Website is optional. Currently used as a fallback for the survey landing page's branding when no logo is uploaded. Just the domain — no https://, no path.

Hit Save Changes when you're done.

Branding

Upload your company logo here. It shows up on the survey landing page (above the welcome headline), in invitation emails, and on the print-ready QR card.

Branding card with Company Logo upload area showing
Branding card with Company Logo upload area showing "Drop an image or click to upload" with JPEG, PNG, GIF, WebP and 2MB max

A few practical notes:

  • Format: PNG, JPEG, GIF, or WebP. PNG with a transparent background looks best on the survey landing page.
  • Size: max 2MB. If your logo is bigger, run it through any compression tool — most logos compress to <100KB without quality loss.
  • Aspect: roughly square logos work best. Wide horizontal logos get rendered very small.
  • Background: white or transparent backgrounds work everywhere. Dark backgrounds look fine on the landing page but may clash with the print-ready card layout.

To replace the logo, just upload a new one — it overwrites the previous one.

Email Settings (SMTP)

This is the most powerful — and the most overlooked — setting in RateMind.

Email Settings (SMTP) card showing
Email Settings (SMTP) card showing "No email server connected" warning, then SMTP Host / Port labels

By default, RateMind sends invitation emails from a shared server with a 50 emails per month limit. That's enough to try the product, but you'll hit the cap fast if you're using [BCC](/help/email-bcc-setup) actively.

Connecting your own SMTP server fixes two things:

  1. Unlimited sending — no more monthly cap. You're limited only by your own SMTP provider's rate.
  2. Better deliverability — emails come from your domain instead of @ratemind.net, so customers are less likely to mark them as spam.

What you need

Fill in the fields with credentials from your email provider:

  • SMTP Host — e.g. smtp.sendgrid.net, smtp.gmail.com, smtp.eu.mailgun.org
  • Port — usually 587 (STARTTLS) or 465 (SSL/TLS)
  • Username — from your provider (often your full email address)
  • Password — from your provider (often an app-specific password or API key, not your account password)
  • From Email — the address invitations are sent from. Must be a verified sender on your SMTP provider.
  • From Name — what shows up as the sender name (e.g. "Koehn Restaurant")
  • Use TLS — keep on unless your provider explicitly says otherwise

Common providers

  • SendGrid — host smtp.sendgrid.net, port 587, username apikey, password is your API key. Free tier covers 100 emails/day.
  • Mailgun — host smtp.mailgun.org (or .eu.mailgun.org), port 587. Free tier covers 100 emails/day.
  • Postmark — host smtp.postmarkapp.com, port 587. Excellent deliverability, paid only.
  • Gmail / Workspace — host smtp.gmail.com, port 587. Requires an app password if 2FA is on. Daily limits apply.
  • Your existing transactional provider — most providers (AWS SES, Brevo, MailerSend, etc.) work the same way.

Test before you rely on it

After saving, send yourself a test invitation. Confirm:

  1. The email arrives within a minute or two
  2. The sender shows as your business name, not "RateMind"
  3. The email lands in the inbox, not spam

If it lands in spam, you may need to set up SPF/DKIM/DMARC records for your sending domain. Most providers have a one-page setup guide.

Data and privacy

A few invariants worth being explicit about:

  • Customer email addresses are AES-256-GCM encrypted before they hit the database. The decryption key is in a separate environment variable, not in the database. In your dashboard you see masked previews (joom).
  • We do not share customer data with any third party. No analytics tracking embedded in customer-facing emails, no data sold or syndicated.
  • You own your data. Account deletion permanently removes all data, including encrypted feedback. There's no soft-delete tombstone.
  • GDPR compliance is baked in by design, not bolted on. The encryption-at-rest pattern means that even a database breach wouldn't expose customer emails in readable form.

What's next

  • [Managing Your Team](/help/team-management) — invite teammates with appropriate roles
  • [Billing & Subscriptions](/help/billing) — plan limits and how usage is counted