Organisations and multi-tenancy
PropLink is multi-tenant. Many organisations share the same software, but each organisation's data is isolated from every other organisation's. An organisation is the tenant boundary, everything you create sits inside it, and nothing leaks out.
What lives inside an organisation
| Thing | Examples |
|---|---|
| Properties | Sites, buildings, floors, units, spaces |
| People | Contacts, leaseholders, freeholders, directors, vendors, staff users |
| Money | Bank accounts, ledger accounts, invoices, payments, credit notes, journals |
| Operations | Tickets, issues, work orders, maintenance events, service agreements |
| Configuration | Modules, tax rates, payment methods, workflows, templates, roles |
| Audit | Every write to any of the above is recorded with the user, time and change set |
When you sign in, you sign in to one organisation. The URL tells you which: goldcrest.proplinkcloud.com means you are inside Goldcrest. Switching organisations means signing in to a different subdomain. See Subdomain architecture.
How the isolation is enforced
At three layers:
- URL
- Each organisation has its own subdomain. The application reads the subdomain on every request and validates that the signed-in user belongs to that organisation. Cross-organisation requests are rejected.
- Database
- Every record carries an `organisation_uuid`. Every database query is scoped by that UUID. There is no query in the codebase that returns records across organisations.
- Authorisation
- Even within an organisation, users can be scoped to specific sites or estates. See Roles, permissions and scoping.
This means:
- A manager at Goldcrest cannot accidentally see a site managed by Acme Property Group, even if they share the same software.
- A leaseholder logging into ResidencePort lands on their organisation's branded portal, not a generic one.
- A search for "Smith" returns only contacts that exist in your organisation. If two organisations both happen to have a leaseholder called Mr Smith, neither sees the other's.
Users in multiple organisations
A user account is tied to an email address. The same email address can be linked to more than one organisation, useful for partners at a managing-agent group, or a consultant who works with several clients.
When you sign in, PropLink asks which organisation to use:
- Go to the login page on login.proplinkcloud.com.
- Enter your email and password.
- PropLink presents the list of organisations you have access to.
- Pick one. You land inside that organisation's subdomain.
To switch later, use the profile menu in the header → Switch organisation.
What gets shared across organisations
Nothing operational. The only thing PropLink shares across tenants is the platform itself, the software, the integrations infrastructure, the design tokens. Your bank accounts, your contacts, your leaseholders, your invoices, your audit logs are yours alone.
What happens if an organisation is closed
When an organisation cancels its PropLink subscription, the data is retained in a read-only state for 90 days. After that, PropLink contacts the organisation owner to confirm whether to:
- Export and delete: receive a full data export, then have everything permanently deleted.
- Permanently delete: have everything permanently deleted without an export.
- Reactivate: restore the subscription.
The default after 90 days of no contact is to retain in cold storage for one further year before permanent deletion, in line with general data retention norms.