Overview
The ELD email interface lets your Apollo ELD securely submit output files to the FMCSA (Federal Motor Carrier Safety Administration) by encrypted email instead of handing the file directly to a roadside inspector. The FMCSA email service receives and validates your file, then replies to your sending address with a success or error response.
To use this feature, your Apollo account must have a dedicated email address configured for outbound SMTP. This guide walks you through creating that email and entering its settings in the Apollo portal.
This configuration affects only log transfers sent via Email Services in the Apollo app. It does not change any other part of your account.
How to Tell If SMTP Is Not Yet Configured
If the FMCSA email (SMTP) has not been set up, you will see warnings like these:
- In the portal: A warning banner appears.
- Hovering over the status shows “Never Validated.”
- If you are a provider, please go to your SMTP settings module within the main menu, the accounts with SMTP config pending will appear as ‘’Incomplete’’.
- In the app: A message stating “FMCSA not configured.”
Once you complete the steps below, these warnings will clear.
Before You Begin
You will need:
- A homebase created in your account.
- At least one driver created in your account.
The system will not let you complete SMTP configuration until a homebase and at least one driver exist.
Step 1 — Create a Dedicated Email Account
We strongly recommend using a dedicated email account for FMCSA submissions rather than a personal or company inbox. This keeps your compliance mail separate and easy to manage. A free Gmail account works well for this.
Gmail setup is handled by Google and falls outside Zonar / GPS Trackit support. The links below go to Google’s official help pages
- Create a Gmail account — Google: Create a Gmail account
- Enable 2-Step Verification (2FA) — Google: Turn on 2-Step Verification
- Generate an “App Password” — Google: Sign in with App Passwords
About the App Password
An App Password is a 16-digit passcode that lets a third-party app (like Apollo) securely access your Gmail account.
Modern “Sign in with Google” authentication is not supported here — you must use a 16-digit App Password. Copy it exactly, including the spaces.
Step 2 — Open SMTP Settings in the Apollo Portal
In the Apollo Website Portal, go to: Manage→Actions→SMTP Settings
Step 3 — Complete the SMTP Details Form
You will be prompted with the SMTP Details form.
Fill in each field as follows:
| Field | What to enter |
|---|---|
| The dedicated email address used to send data to the FMCSA | |
| Display Name | Your company / carrier name |
| Host | The SMTP server address for your email provider (see table below) |
| Port | The TLS port for a secure SMTP connection (see table below) |
| Email User | The same dedicated email address from the Email field |
| Password | The 16-digit App Password from Step 1 — including the spaces |
| Confirmation | Re-enter the same App Password to confirm |
Example (for reference only)
Here is what your SMTP Details form should look like, using example values. Replace these with your own:
| Field | Example value |
|---|---|
| testexample@gmail.com | |
| Display Name | Your Company Name |
| Host | smtp.gmail.com |
| Port | 587 |
| Email User | testexample@gmail.com |
| Password | xxxx xxxx xxxx xxxx (your 16-digit App Password, with spaces) |
| Confirmation | xxxx xxxx xxxx xxxx (same App Password again) |
Common Email Provider Settings
| Provider | Hostname | Port (TLS) |
|---|---|---|
| Gmail / Google Workspace | smtp.gmail.com | 587 |
| Microsoft Outlook / Office 365 | smtp.office365.com | 587 |
| Yahoo Mail | smtp.mail.yahoo.com | 587 |
| Apple iCloud Mail | smtp.mail.me.com | 587 |
| Zoho Mail | smtp.zoho.com | 587 |
| AOL Mail | smtp.aol.com | 587 |
| GMX | smtp.gmx.com | 587 |
| Yandex Mail | smtp.yandex.com | 587 |
| Fastmail | smtp.fastmail.com | 587 |
| Amazon SES | email-smtp.<region>.amazonaws.com | 587 |
| SendGrid | smtp.sendgrid.net | 587 |
| Mailgun | smtp.mailgun.org | 587 |
When the form is complete, click SAVE, then CONFIRM.
Step 4 — Verify with the One-Time Code (OTP)
After confirming, a Confirm SMTP form appears. Apollo sends a 6-digit verification code to confirm your configuration is correct.
The code is sent to a different email address than the one you just configured. It cannot be on the same domain, and it cannot be a work/school (managed) domain.
Enter the 6-digit code you received and confirm it.
You’re Done
Once the code is confirmed, your FMCSA email is configured. You will now be able to send your ELD data through the app via FMCSA Email, and the earlier “Never Validated” / “FMCSA not configured” warnings will clear.
Troubleshooting Tips
- Configuration won’t save / proceed: Confirm a homebase and at least one driver exist in your account.
- Authentication fails: Re-check the App Password — it must be the 16-digit code with spaces, not your normal Gmail login password.
- No OTP received: Make sure the verification email address is on a different, non-work domain than your configured sending address. Check your spam folder.