> ## 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. # Email System > Automatic branded email notifications for jobs, users, payments, security alerts, and more in PropOps Web. 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.