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Quickly access the guides, answers, and most useful information for using PostNotify.

GETTING STARTED

To use PostNotify you need:

  • WordPress 5.8 or later
  • PHP 7.4 or later
  • A working SMTP server (provided by your hosting, Gmail, or a dedicated service like SendGrid, Brevo, Amazon SES)
  • Administrator access to the WordPress site

No special technical skills are required: configuration is done entirely from the WordPress dashboard.

Free version:

  1. Go to Plugins → Add New from the WordPress dashboard
  2. Search for “PostNotify”
  3. Click Install, then Activate

Alternatively, download the .zip file from wordpress.org/plugins/postnotify and upload it manually from Plugins → Add New → Upload Plugin.

Pro, Business, or Agency version:

  1. After purchase you will receive a .zip file via email
  2. Go to Plugins → Add New → Upload Plugin
  3. Select the file and click Install, then Activate

Note: PostNotify Pro automatically deactivates the Free version upon activation to avoid conflicts between the two versions.

After installing PostNotify Pro, Business, or Agency:

  1. Go to Settings → PostNotify
  2. Enter the license code received via email after purchase
  3. Click Activate License

The license code identifies the site on which it is activated. If you change domains in the future or need to move the license to another site, contact us from the Contact page indicating the order number.

If you are already using PostNotify Free and have purchased Pro, Business, or Agency:

  1. Install the new plugin (no need to uninstall Free first: PostNotify Pro handles this automatically)
  2. Upon activation, PostNotify Pro automatically deactivates the Free version
  3. Activate the license with the code received
  4. Basic settings (recipient, SMTP data) remain as already configured: you won’t need to re-enter them from scratch

From this point on you will have access to multiple recipients, BCC, email customization, and all Pro features.

A complete PostNotify configuration requires three steps:

  1. SMTP data — enter the server, port, and credentials of your email sending service (detailed guide: SMTP Configuration)
  2. Sender — set the name and email address from which notifications will be sent (detailed guide: Sender Setup)
  3. Recipients — specify who should receive notifications when you publish content (detailed guide: Managing Recipients)

Before publishing your actual content, we recommend performing a test send (see the next guide).

Before relying on PostNotify for your actual publications, verify that everything works:

  1. Go to Settings → PostNotify → Test Email
  2. Enter a test email address (even your own)
  3. Click Send Test Message
  4. Check your inbox (and spam folder, to be safe)

If the test message does not arrive within a few minutes, consult the guide “Emails Not Arriving or Going to Spam.”

To update PostNotify safely, without losing saved settings:

  1. Deactivate the plugin from Plugins → Installed Plugins
  2. Upload the new .zip file from Plugins → Add New → Upload Plugin
  3. When prompted, choose “Replace” (not “Delete”)
  4. Reactivate the plugin

Important: never delete the plugin before uploading the new version. Deletion can trigger the uninstallation procedure and erase saved settings.

If you deactivate PostNotify, all settings remain saved: you can reactivate it at any time without losing anything.

If instead you delete the plugin (Plugins → Installed Plugins → Delete), all configured settings (SMTP data, recipients, email customizations) are permanently removed.

If you are simply updating the plugin to a newer version, do not delete it: instead follow the procedure described in “Plugin Update.”

CONFIGURATION AND SENDING

PostNotify sends notifications via an SMTP server to ensure reliable delivery and avoid easily ending up in spam.

  1. Go to Settings → PostNotify → SMTP
  2. Enter: SMTP server, port, username, and password provided by your email service or hosting
  3. The password is saved in encrypted form, not in plain text
  4. Click Save, then perform a test email to verify that the data is correct

If you don’t know which SMTP data to use, you can find them in your hosting panel or, if you use Gmail or services like Brevo/SendGrid, in the provider’s documentation.

The sender is the name and email address that recipients will see when receiving the notification.

  1. Go to Settings → PostNotify → Sender
  2. Enter the display name (e.g., your site name or editorial team)
  3. Enter the sender email address

Tip: use an email address from the same domain as the site (e.g., editorial@yoursite.com) rather than a generic address: it helps delivery and message recognition.

Free version: you can set only one recipient per post, directly from the WordPress editor, in the PostNotify box.

Pro, Business, and Agency versions: you can add multiple recipients for the same content.

  1. Open the post editor
  2. In the PostNotify box, enter one or more email addresses (separated by commas)
  3. Publish the content: all specified recipients will receive the notification

Recipients can be set post by post, to adapt to who is actually involved in that specific content.

Available in Pro, Business, and Agency versions.

BCC (blind carbon copy) allows you to send the same notification to multiple recipients without them seeing each other’s addresses.

In the PostNotify box in the editor, check the “Send as BCC” option
Enter the recipients’ addresses

Useful when recipients are different parties (agencies, clients, collaborators) who should not know each other.

Available in Pro, Business, and Agency versions.

You can customize the appearance and content of notifications from Settings → PostNotify → Email:

  1. Logo — upload your site or brand logo, instead of the standard one
  2. Subject — customize the email subject text
  3. Message text — adapt the email body to your project’s tone
  4. Language — choose from Italian, English, French, Spanish, and German

Changes apply to all future notifications.

Available in Pro, Business, and Agency versions.

From Settings → PostNotify → Statistics you can view the history of sent emails: date, recipient, notified content, and delivery status.

Useful for verifying that notifications were sent correctly and for quickly identifying any delivery issues.

If notifications are not arriving, or are going to spam, check these points in order:

  1. Perform a test email (Settings → PostNotify → Test Email) to isolate the problem
  2. Verify SMTP data — an error in credentials is the most common cause
  3. Check the recipient’s spam folder: if the message arrives there, the problem is almost always in the sender domain authentication
  4. Check your domain’s SPF, DKIM and DMARC records. These DNS settings confirm to email providers such as Gmail and Outlook that the message is legitimate. If they are not configured correctly, emails may still end up in spam even when SMTP is working properly.
  5. Use a sender address from the same domain as the site, not a generic address or one from another service

If the problem persists after these checks, contact us from Contact indicating the SMTP test result: it will help us identify the cause more quickly.

If after saving a configuration (for example SMTP or recipients) you notice that some fields return empty or to previous values, try these steps:

  1. Save one group of settings at a time (for example first SMTP, then sender, then recipients) and verify after each save
  2. Temporarily deactivate other plugins that modify WordPress settings or email sending (especially other SMTP plugins): they may conflict
  3. Clear the site cache, if you use a cache plugin or a service like Cloudflare
  4. Refresh the page with a hard refresh (Ctrl+F5 on Windows, Cmd+Shift+R on Mac) before verifying saved data

If the problem persists after these checks, contact us from Contact indicating which settings are not being saved: this is a problem we can resolve quickly once the cause is identified.

LICENSE AND SUPPORT

PostNotify is available in four versions to suit different needs: Free, Pro, Business, and Agency.

The main difference concerns the number of recipients manageable, email customization, available languages, and the number of sites on which you can activate the license.

You can view the complete, updated comparison table on the Pricing page.

Each license includes a maximum number of sites on which it can be activated:

  • Free — 1 site (no license required)
  • Pro — 1 site
  • Business — up to 3 sites
  • Agency — unlimited sites

If you need to activate the license on a different site from the original one, you can do so freely within the number of sites provided by your plan, by deactivating the license on the previous site.

You can upgrade to a higher plan at any time (for example from Pro to Business, or from Business to Agency) by paying only the difference from the license already purchased.

To request an upgrade, contact us from Contact indicating the order number of the current license and the plan you want to switch to.

The purchase of PostNotify Pro, Business, or Agency includes updates and support for the first year.

The license never expires: even if you don’t renew, the plugin continues to work normally on already activated sites.

Renewal is optional and only serves to continue receiving:

  • Updates to the latest plugin versions
  • Priority support in case of problems

Annual renewal costs: Pro $39, Business $79, Agency $149 (excluding VAT).

Invoicing: after purchase you will receive an invoice at the email address indicated during order. For any corrections to invoicing data, contact us from Contact indicating the order number.

Refunds: if you encounter a problem with the plugin that we cannot resolve together, contact us describing the situation: we evaluate each request on a case-by-case basis.

PostNotify processes only the data necessary for its operation:

  • The email addresses of recipients, set by the site administrator, used only for sending notifications
  • The SMTP credentials, saved in encrypted form in your site’s database
  • No data is sent to external servers or used for purposes other than sending notifications

PostNotify does not install cookies nor collect data on site visitors. The data controller for data collected through your site remains the site manager, according to the privacy policy published on the site.

Does PostNotify work with any WordPress theme? Yes, PostNotify works independently of the theme used: it does not modify the site’s appearance, only the automatic sending of notifications.

Can I use PostNotify without an external SMTP service? You can try using your hosting’s default email function, but to ensure reliable delivery and reduce spam risk we always recommend a dedicated SMTP service.

What happens if I temporarily deactivate the plugin? No notifications are sent during the deactivation period, but all settings remain saved for when you reactivate it.

Can I change the license plan at any time? Yes, you can upgrade to a higher plan whenever you want, paying only the difference (see the guide “Upgrading to a Higher Plan”).

If you haven’t found the answer you were looking for, contact us from the Contact page.

To help us resolve the problem more quickly, prepare this information before contacting us:

  • Website address
  • WordPress version
  • PostNotify version
  • PHP version
  • Plan or license used
  • Problem description
  • Error message (if present)
  • Steps to reproduce it
  • Screenshot of the screen
  • SMTP test result

We respond Monday to Friday, 9:00 AM–5:30 PM, and Saturday, 9:00 AM–12:00 PM.

Essential guides

The main instructions for installing, configuring, and starting to use PostNotify.