Bulk announcements

For one-to-many communication (lift planned out of service, AGM date confirmed, building works update), use the bulk announcement tool. PropLink sends one email to every recipient, posts a copy to ResidencePort and records the announcement on the site.

Send a bulk announcement

1. Open the site.
2. Click Announcements → New announcement.
3. Pick the audience:
   • All residents.
   • Specific contact types (leaseholders, tenants, directors).
   • Specific units.
   • Custom selection.
4. Pick delivery channels: email, ResidencePort, both.
5. Write the subject and body, or pick a template.
6. Optionally schedule for a future send time.
7. Click Send or Schedule.

PropLink sends in batches with rate-limiting so providers do not throttle delivery.

What recipients see

By email, recipients see a normal email from your organisation's address. The footer includes an Unsubscribe link for non-statutory announcements (statutory notices like Section 20 cannot be unsubscribed from).

On ResidencePort, the announcement appears under their site's Notices tab with a read receipt.

Read receipts

For each announcement, PropLink tracks:

• Sent count.
• Delivered count (per email provider's bounce handling).
• Opened count.
• Acknowledged count (for announcements that require an explicit acknowledgement).

Useful for evidencing communication during disputes.

Acknowledgements

Some announcements need explicit acknowledgement (lift safety information, building safety updates, AGM voting forms). Tick Require acknowledgement when sending. Recipients see an I have read this button on ResidencePort and the email contains a unique link they click.

Scheduled announcements

Schedule announcements ahead of time:

1. Compose as usual.
2. Click Schedule instead of Send.
3. Pick the send date and time.
4. Confirm.

Scheduled announcements appear under Announcements → Scheduled. You can edit or cancel before they send.

Recurring announcements

For repeating announcements (monthly newsletter, quarterly directors' update):

1. Compose the announcement.
2. Click Save as recurring.
3. Pick the frequency.
4. Save.

PropLink sends the announcement on each scheduled date until you stop the recurrence.

Templates for announcements

Use saved templates to keep tone consistent. Templates appear in the announcement composer's right rail.