Email System

PropOps Web sends branded email notifications automatically throughout the system — from job updates and password resets to security alerts and payment confirmations. Every email uses a clean, minimalist design featuring your organisation’s logo and brand colours.

How emails work

Email notifications are sent automatically when key events happen in PropOps Web. You don’t need to send emails manually — the system handles it for you based on the actions you take. For example:

Creating a job sends a notification to the assigned contractor and agent
Resetting a password sends a secure reset link to the user
Uploading a document notifies the relevant parties

All emails include your organisation’s logo, brand colours, and a link back to the relevant record in PropOps Web.

Email notifications

PropOps Web includes 47 pre-built email notifications covering every part of the system.

Jobs

Email	When it’s sent
Job created	A new job is raised
Job update	A job’s status or details change
Job updated	A customer-facing update is made
Job updated (agent)	An agent receives a job update
Job updated (contractor)	A contractor receives a job update
Job recalled	A job is recalled with a reason
Recall completed	A recall is marked as complete
Recall cancelled	A recall is cancelled
Quote ready	A quote is available for review
Job completed	A job is marked as complete
Status reminder	A job hasn’t been updated within its SLA window
Job type created	A new job type is added to the system
Job type status changed	A job type is enabled or disabled

Users & accounts

Email	When it’s sent
Welcome	A new user account is created
Email activation	A user needs to verify their email address
Password reset	A user requests a password reset
Password changed	A user’s password is successfully changed
User created	An admin is notified of a new user
User deleted	An admin is notified a user was removed
User status changed	A user’s account is activated or deactivated
User role changed	A user’s account type is changed
User blacklisted	A user’s account is blacklisted
User unblacklisted	A user’s account is restored from the blacklist
Onboarding reminder	A user hasn’t completed their onboarding setup
Login verification PIN	A user logs in from a new IP address

Financial

Email	When it’s sent
Invoice ready	An invoice is raised and available to view
Payment update	A payment status changes

Notifications

Email	When it’s sent
Case note	A case note is added to a job
Case note added	A case note is added with a preview of the message
Appointment reminder	An upcoming appointment is approaching
Certificate reminder	A contractor’s certification is overdue or expiring
Document shared	A document is shared with a user
Attachment uploaded	A file is uploaded to a job

Media

Email	When it’s sent
Video ready	A video has finished processing and is ready to view
Video failed	A video failed to process

Security alerts

Email	When it’s sent
Password breach detected	A user’s password appears in a known data breach
Password breach reset	A user’s password is force-reset after a breach
Webhook token alert	A webhook token is created, rotated, or revoked
Account locked	An account is locked after too many failed login attempts

System

Email	When it’s sent
Deployment notification	A new version of the system is deployed
API failure	An API health check detects a failure
API disabled	An API endpoint is disabled
API not responding	An API endpoint times out
API created	A new API endpoint is registered
Rate limit exceeded	An API rate limit is breached
Branch status changed	A branch is activated or deactivated

Email design

All emails share a consistent, minimalist layout:

Branded — your organisation’s logo at the top of every email
Colour-matched — buttons and accents use your brand colour
Responsive — adapts to mobile, tablet, and desktop
Dark mode — automatic dark theme support for email clients that support it
Footer — includes a link back to your PropOps Web instance

Email log

Every outbound email is recorded in the email log. Admins can view the log from Admin → Email Log to check delivery status and troubleshoot issues. Each log entry includes:

Field	Description
Recipient	Who the email was sent to
Template	Which notification was sent
Status	Sent, delivered, bounced, or failed
Timestamp	When the email was dispatched
Job reference	The linked job, if applicable

Automated emails

Several emails are sent automatically on a schedule without any manual action:

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 setup

Automated emails are managed by background tasks and do not require any manual intervention. They run on a schedule set by your system administrator.

Get Started

Installation

Core Features

Communication

Dashboard & Analytics

Configuration

Platform

Security & Compliance

How emails work

Email notifications

Jobs

Users & accounts

Financial

Notifications

Media

Security alerts

System

Email design

Email log

Automated emails

​How emails work

​Email notifications

​Jobs

​Users & accounts

​Financial

​Notifications

​Media

​Security alerts

​System

​Email design

​Email log

​Automated emails

How emails work

Email notifications

Jobs

Users & accounts

Financial

Notifications

Media

Security alerts

System

Email design

Email log

Automated emails