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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

1

Open branch settings

Go to Admin → Branches and select Add Branch.
2

Enter branch details

Fill in the branch name, address, phone number, and email. Upload a branch logo if you want a visual identifier.
3

Set SLA targets

Configure SLA targets for each priority level (Urgent, High, Normal, Low). These determine when SLA warnings and breach alerts are triggered for jobs in this branch.
4

Save the branch

Select Save. The branch is now available for job assignment and staff allocation.

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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.
  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 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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Google Gemini (AI reports)

AI-generated reports require a Google Gemini API key. Add it to your .env file as GEMINI_API_KEY.

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WhatsApp Business API

WhatsApp notifications are configured via environment variables — see the Setting Up Notifications guide for details.