Distribution: emailing
The Distribution area in the sidebar shows everything PropLink sends on your behalf. The Emailing tab covers email: service charge demands, arrears notices, announcements, settlement confirmations and ad-hoc messages you compose yourself.
The three views
| View | What it shows |
|---|---|
| Outstanding | Emails waiting to go — including scheduled emails that have not reached their send time yet. |
| Sent | Everything dispatched successfully, including delivered and opened emails. |
| Failed | Emails the mail service could not deliver, with the failure reason. |
Every row shows the recipient, subject, the record it relates to (an invoice, arrears case, announcement or contact), its status and timestamps.
Send an ad-hoc email
- Open Distribution → Emailing.
- Click New communication.
- Pick Email, then choose a contact or type an email address.
- Write the subject and message.
- Optionally tick Schedule for later and pick a date and time.
- Click Send (or Schedule).
Scheduled emails sit in Outstanding with their planned send time and go out automatically. You can also send a scheduled email early with Send now.
Manual send
Emails in Outstanding with a Pending status can be dispatched immediately with the Send now row action. PropLink queues the email and updates the row to Sent (or Failed with a reason) once the mail service accepts or rejects it.
Retrying failures
A failed email is never edited or resent in place — its record is part of the audit trail. Retry creates a fresh communication linked back to the failed one and sends that instead. Each failed email can be retried once; the new attempt then carries its own status.
Audit trail
Every email records who created it, when it was queued, sent, delivered or opened, the exact content and attachments, and the mail service's message reference. Sent records cannot be edited or deleted by any user.
Related
Last reviewed 8 July 2026.