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Import Emails in Your Victoury Account

General Details

Definition of Terms

  • GEA: General Email Account
  • PEA: Personal/User Email Account
  • TO: Tour Operator

Operators are permitted to receive and save incoming emails from a POP/IMAP email account in Victoury.

Mail Ports for POP3 and IMAP

A table showing the mail ports for POP3 and IMAP
POP3 (receiving mail) Encrypted - TLS 995

POP3 (receiving mail) Encrypted - SSL 995

POP3 (receiving mail) Unencrypted 110

IMAP (receiving mail) Encrypted - TLS 993

IMAP (receiving mail) Encrypted - SSL 993

IMAP (receiving mail) Unencrypted 143

Setting Parameters For GEA: General Incoming Email Account

  • Set up parameters for a GEA in the main menu Settings/Connections tab.
  • Fill in all “Email Server” fields to support the incoming email of a GEA to be used by all TOs that are allowed to receive emails in Victoury:
    • Host
    • Port (for custom ports)
    • Protocol – Account Type (drop-down: POP or IMAP)
    • Use StartTLS
    • Use SSL
    • Email Address
    • Password
Screenshot showing the email account connection settings

Setting Parameters For PEA: Personal/User Email Account

This feature facilitates the import of incoming mails from a personal email account, allowing for the selection of emails to be downloaded.

  • Set up parameters for a PEA in Personal Settings of the logged-in user in Victoury, under the Email Settings section.
A screenshot showing the personal account settings
  • Fill in all “Email Server” fields to support the incoming email of a PEA, to be used exclusively by the logged-in user in Victoury:
    • Host
    • Port (for custom ports)
    • Account Type (drop-down: POP or IMAP)
    • Use StartTLS
    • Use SSL
    • Email address of the user’s personal email from which emails will be imported
    • Password of the user’s personal email from which emails will be imported
  • A user may subscribe to a list of GEA, PEA emails, or another user’s PEA emails (the options are enabled/disabled by the toggle button, as seen in the screenshot above).

For other users’ PEA: Other user’s email account, email subscriptions are selected from the dropdown displaying a list of Victoury users:

A screenshot showing the email subscription option

Before setting up parameters for email import, ensure that your personal email account has been configured to enable POP/IMAP (please see the example below for Gmail POP/IMAP settings):

A screenshot from Google mail showing the settings to connect to your Victoury Account

Receiving Incoming Email

In the main left menu, go to the Email menu point:

A screenshot with the email tab

Next to the search bar, you’ll find the GET INCOMING EMAIL button and the Re-Check Mail option:

A screenshot with the email searchbar

Depending on the user’s personal settings, clicking on GET INCOMING EMAIL will load the GEA and PEA emails list:

A screenshot with the email list to be imported

In the screenshot above, for Irina Mari’s PEA, an exclamation mark signifies that POP/IMAP is not enabled for that email account, or other security settings might require adjustments.

From the list of loaded emails, select the ones to be downloaded into Victoury’s email list and click the Download button. Confirm the selection to view the download status:

A screenshot showing the email download progress

Once the download process is complete, the selected emails will appear in the list as Unread:

A screenshot showing the newly imported emails

Emails can be opened to view their details, download attachments, and mark them as read:

A screenshot of an email in Victoury and the mark as read option


When downloading emails, the largest unique identifier (UID) of the downloaded emails is saved in the user’s parameters.

Upon checking emails, the system displays messages starting with the last UID.

Example: If the last message received yesterday is downloaded, on the next check, the system will display only the messages received today.

You have the option to “Check email from the beginning,” meaning the system will load all messages, not just those starting with the last UID.

A screenshot with the "Check email from the beginning" function

Email Matching

In the Emails list, the Related To column shows who the email is related to.

When importing emails, matching is automatically done for Persons, Customers, and Suppliers.

To view the relations, click on the number of items in the emails list.

A screenshot showing the relations connected to the email

Automatic Matching Logic


  • Search for non-temporary persons by the email address “from.”
    • If a person is found, link the email with the Person.
    • If the person is the main contact of a customer, link the email with the Customer.
  • If no customer contact is found, the system searches for a Contact of type “EMAIL” with the value equal to the email of “from” (from Customer details/Contacts with Type=email).
A screenshot showing the contacts under a customer's profile
  • If a contact type email is found, link the email with the customer.


  • The same matching logic as for the customer is applied.


  • All group numbers in the email Subject, e.g., “test mail subject 756 and 324”, are identified.
  • For each group of numbers, the system searches for reservations by booking code; booking code = “B-756”, “O-756”, or “L-756”, and so on, across all existing brands.
  • If only one record is found, link the email with the reservation.
  • If more records are found, no link is made to reservations (users can link manually from the emails list as explained below).

Manual Matching

Emails can be manually matched from the Emails list.

Check the email to be matched in the list of emails and use the edit sign for matching. For Type, select the entity to which the email will be matched (Customer, Supplier, Reservation, Sp. Quote/Order, Customer Invoice, Product, or Person):

A screenshot with the link email window open

Once the entity is selected, a new dialog opens with a Search option:

A screenshot with the link email window and a search bar

Select from the results the entities and click save.

In the Related To column, when clicking on the number of items, all previous selections of entities are displayed along with the already existing relations:

A screenshot of a window with the relations to an email


You may reply to any email using the Reply button available in the Email details, for both Incoming and Outgoing emails!

Click here for details about sending emails from Victoury.