PropOps uses Brevo (formerly Sendinblue) to send all transactional emails. Over 30 email templates cover every stage of the platform — from onboarding to SLA breach alerts.
Email types
| Category | Examples |
|---|
| Onboarding | Welcome email, account activation, invitation |
| Verification | Email verification token, IP verification PIN |
| Security | Password reset, breach notification, session alert |
| Jobs | Job assigned, status update, SLA breach warning |
| Certificates | Overdue certification reminder |
| Financial | Invoice created, payment received |
| Notifications | Case-note reply, approval request |
Case-note email threading
When a case note is added to a job, the relevant parties receive an email notification. Replies to that email are automatically threaded back to the job:
- A case note is added to a job
- An email is sent to the contractor, agent, or tenant with a unique reply address
- The recipient replies directly from their email client
- PropOps parses the reply and attaches it as a new case note on the same job
Email threading maintains a complete audit trail — every reply is linked to the job record, visible to all parties with access.
Delivery logging
Every outbound email is logged in the email log with:
| Field | Description |
|---|
| Recipient | Who the email was sent to |
| Template | Which Brevo template was used |
| Status | Sent, delivered, bounced, or failed |
| Timestamp | When the email was dispatched |
| Job reference | Linked job (if applicable) |
Automated emails
Several emails are triggered automatically by the system:
- Overdue certificate reminders — sent when a contractor’s certification is approaching expiry
- SLA breach alerts — sent to staff when a job exceeds its SLA window
- Password breach notifications — sent when a user’s password appears in a known breach
- Onboarding reminders — re-sent to users who haven’t completed their onboarding
These are managed by cron jobs and do not require manual intervention.
Configuration
Email settings are configured in your environment file:
| Variable | Purpose |
|---|
BREVO_API_KEY | Your Brevo API key for sending emails |
MAIL_FROM_ADDRESS | The sender address shown on outgoing emails |
MAIL_FROM_NAME | The sender name shown on outgoing emails |
