> ## Documentation Index
> Fetch the complete documentation index at: https://docs.varios-ai.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Notifications
> Configure SMTP delivery and admin notifications for important events in VARIOS AI.
Admin notifications inform responsible contacts by email about important events in your VARIOS AI instance. You configure email delivery, language, and recipients centrally.
Open **Home** > **Admin Menu** > **Settings** > **Notifications**.
## Prerequisites
* Access to VARIOS AI with administrator permission for **Settings**.
* Connection details and credentials for an SMTP server.
* Outbound network or firewall access from the VARIOS AI instance to the SMTP server on the configured port.
* At least one recipient email address for each event you want to use.
## Configure SMTP
| Field | Description |
| ------------------------- | ---------------------------------------------------------------------------- |
| **SMTP Host** (required) | Host name or address of the SMTP server. |
| **SMTP Port** (required) | Port of the SMTP server. Values from `1` through `65535` are accepted. |
| **From Email** (required) | Email address used as the sender of notifications. |
| **From Name** (optional) | Name displayed in addition to the sender email address. |
| **Use TLS (STARTTLS)** | Enables STARTTLS. TLS and SSL cannot be selected at the same time. |
| **Use SSL (SMTPS)** | Enables SMTPS. SSL and TLS cannot be selected at the same time. |
| **Authentication Method** | Select **None**, **Basic (Username/Password)**, or **OAuth (Access Token)**. |
**Basic (Username/Password)** displays the additional **Username** and **Password** fields; both are required. For **OAuth (Access Token)**, enter the **Username**, **Token Endpoint**, **Client ID**, **Client Secret**, and **Scope**; all five fields are required.
Common port assignments for orientation: `587` for STARTTLS, `465` for SMTPS, and `25` for unencrypted delivery. Your email provider's requirements are authoritative.
If neither **Use TLS (STARTTLS)** nor **Use SSL (SMTPS)** is enabled, credentials and email content are transmitted without encryption. Outside isolated internal networks, always enable one of the two options and follow your organization's or email provider's SMTP and security requirements.
## Test the SMTP connection and email delivery
The tests use the values currently entered in the form. You can therefore test before saving. However, notifications are only sent after you save the configuration.
Click **Test Connection**. Review the displayed feedback and correct the configuration if necessary.
Click **Send Test Mail**, enter a recipient email address, and click **Send**. Then check the mailbox to confirm whether the message was delivered.
The connection test only checks the SMTP connection. The test email additionally verifies whether a message can actually be delivered using the entered configuration.
## Set the notification language
Under **Notification Language**, select the language used for notification emails. German, English, and French are available. This setting applies instance-wide to all events and all recipients; it is not possible to configure a separate language for each recipient.
## Configure notification events
Under **Notification Events**, enter the recipients for each event you want to use. Separate multiple email addresses with commas; spaces around commas are accepted. An event is active as soon as at least one recipient is configured. No notification is sent for an event without recipients.
| Event | Notification |
| ------------------------ | ------------------------------------------------------------------------------------------------------------------------------------- |
| **Budget limit** | Sent when the configured warning threshold for the monthly instance or group budget is reached and when 100% is reached. |
| **License limit** | Sent when the configured warning threshold for the user license limit is reached and when 100% is reached. |
| **Update available** | Sent when a new version of VARIOS AI is available. |
| **Service state update** | Sent when unhealthy AI model services are detected. All affected services are combined in one email instead of one email per service. |
| **OpenAI incident** | Sent when unresolved OpenAI service incidents are detected that may affect the instance. |
Service state notifications must also be enabled for each relevant model on its model page. Under **Check service state**, enable **Notify administrator when unreachable**.
For **Budget limit** and **License limit**, use **Warn from** to set a threshold between 50% and 100%. The budget limit threshold applies equally to the instance budget and to all group budgets; it cannot be configured individually per group. The other events do not have a configurable threshold.
### Check interval and repeats
VARIOS AI checks every minute whether events are present.
* An event that has not yet been reported is sent immediately when it is first detected.
* An already known event that still exists is reported again at most once per day.
This gives you a timely first notification without an ongoing problem generating emails every minute.
## Save changes
After completing the configuration, click **Save**. This applies the SMTP configuration, notification language, and event settings and activates delivery.
## Recommendations
* Use a dedicated functional mailbox as the sender.
* Add only the contacts or distribution groups responsible for each event.
* Test the connection and email delivery again after changes to the mail server, credentials, or certificates.
## Troubleshooting
Check the **SMTP Host**, **SMTP Port**, and selected encryption. Make sure the VARIOS AI instance can reach the SMTP server on this port for outbound connections. Compare the values with your email provider's requirements, then repeat **Test Connection**.
For **Basic (Username/Password)**, check whether your provider requires an app password instead of the account password. For **OAuth (Access Token)**, check the **Token Endpoint**, **Client ID**, **Client Secret**, and **Scope**: an expired client secret or a missing scope for SMTP delivery causes the server to reject the request.
The connection test fails with TLS/SSL if the server certificate is self-signed, issued by an untrusted authority, or not issued for the name entered under **SMTP Host**. Enter the host name exactly as it appears in the certificate and have a valid certificate configured.
Check the recipient's spam folder. Also check whether the domain of the **From Email** authorizes the SMTP server through SPF and DKIM; otherwise many recipient systems reject the message or classify it as spam. Some providers also reject sender addresses that do not belong to the authenticated account (relay denied).
Make sure that the relevant event has at least one valid recipient email address and that you have saved the settings. Test delivery with **Send Test Mail**. Also note that an already reported event that still exists is sent again only once per day.