Settings & Configuration

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.

This guide covers the key configuration tasks for setting up and customising your PropOps instance.

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Branch setup

Branches represent physical offices or operational divisions within your organisation. Each branch has its own job pool, SLA targets, and staff assignments.

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Creating a branch

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Branch sharing

By default, agents can only see jobs within their own branch. To allow cross-branch visibility, enable branch sharing in the branch settings. This lets agents view and manage jobs from other branches they have been granted access to.

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Branding

Customise the look of your PropOps instance to match your organisation’s brand.

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Application logo

1. Go to Admin → Settings → Branding.
2. Upload your organisation’s logo as an SVG file.
3. The logo appears in the navigation bar and on generated documents.

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Login page

Customise the login page with:

• Background image — uploaded from admin settings.
• Slide images — a carousel of images shown alongside the login form.

File type restrictions are enforced from your environment configuration.

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Colour theme

PropOps Web supports dynamic theming. Your administrator can adjust the primary brand colour under Admin → Settings → Branding. The colour is applied across buttons, links, and accent elements throughout the interface.

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Job types

Job types categorise maintenance work (e.g. Plumbing, Electrical, Gas Safety, EICR, General Maintenance).

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Configuring job types

1. Go to Admin → Settings → Job Types.
2. Select Add Job Type or edit an existing one.
3. Enter the type name and optionally attach a document template and title suggestion.
4. Save — the job type is now available in the job creation form.

Job types can carry approval gate requirements — if enabled, jobs of that type must pass through a management review before progressing.

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Priority levels and SLA

Priority levels (Urgent, High, Normal, Low) determine the SLA target for each job. SLA targets are set per branch under Admin → Branches. When a job approaches its SLA deadline:

• A warning appears on the job card.
• Automated alerts are sent to the assigned agent.
• Once the deadline passes, the job is recorded as an SLA breach in the audit log.

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Payment statuses

Customise the available payment statuses to match your finance workflow.

1. Go to Admin → Settings → Payment Statuses.
2. Add or edit statuses (e.g. Awaiting Invoice, Invoiced, Payment Received, Payment Complete).
3. These statuses appear on the job’s Financial tab and in the jobs list filter.

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VAT rate

Set the default VAT rate under Admin → Settings → VAT Rate. The default is 20% (standard UK rate). This rate is applied automatically when calculating invoice totals.

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Data retention

Configure how long personal data is retained before automatic purge.

1. Go to Admin → Settings → Data Retention.
2. Set the retention period for tenant, landlord, and job data.
3. PropOps automatically purges records after the configured period, in line with UK GDPR data minimisation obligations.

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Maintenance mode

Take your instance offline for scheduled maintenance:

1. Go to Admin → Settings → Maintenance Mode or use the API (POST /api/system/maintenance-mode).
2. Enable maintenance mode with an optional user-facing message.
3. Authenticated staff can still access the platform; all other users see the maintenance screen.
4. Disable maintenance mode when you’re done.

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Integrations

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Xero (accounting)

PropOps integrates with Xero for financial data synchronisation. Configure the integration under Admin → Settings → Integrations → Xero.

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Mapbox (coverage map)

The contractor coverage map uses Mapbox for mapping and isochrone visualisation. Your Mapbox access token is configured in the .env file.

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WhatsApp Messaging

WhatsApp message templates are managed in Admin → WhatsApp Templates. No external API credentials are required — see the Setting Up Notifications guide for details.

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Environment configuration

The environment configuration panel in Admin → Settings → Environment allows you to view, edit, and back up your .env file and manage encryption keys without direct server access.

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Viewing and editing environment variables

1. Go to Admin → Settings → Environment.
2. All variables are displayed in a key-value editor alongside their comments from .env.
3. Secret variables (like DB_PASS, API_KEYS) are masked for security — only administrators with permission can edit them.
4. Edit any variable, then Save to write the changes back to your .env file.
5. Every change is logged in the audit trail (env_change_log table) with the user, timestamp, and action.

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Backing up your environment

Backups of your .env are automatically created before any changes. You can also:

1. Go to Admin → Settings → Environment.
2. Select Backup to create a manual snapshot of the current .env file.
3. The backup is encrypted at rest (AES-256-CBC) and stored in data/env-backups/.
4. View previous backups and restore an older version in the Backup History section.

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Rotating PII encryption keys

If you suspect your PII_ENCRYPTION_KEY or PII_HMAC_KEY has been compromised, or as part of a regular security audit, you can rotate these keys directly from the environment panel.