Documentation Index
Fetch the complete documentation index at: https://help.propops.app/llms.txt
Use this file to discover all available pages before exploring further.
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 |
| 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.
