SendGrid

PropLink sends every outbound email through SendGrid. The connection is managed centrally — you do not configure it yourself.

How email is sent

Every email PropLink generates (invitations, invoice notifications, ticket replies, bulk announcements) routes through SendGrid:

1. PropLink composes the email with the relevant template and merge fields.
2. The email is enqueued in SendGrid's API.
3. SendGrid handles delivery to the recipient's mail server.
4. SendGrid reports the result (delivered, bounced, blocked) back to PropLink.
5. PropLink records the result on the communications log.

Sender address

By default, PropLink sends from a no-reply address on PropLink's domain. To use your own domain:

1. Open Settings → Communications → Email sender.
2. Click Add a sending domain.
3. PropLink generates the required DNS records (SPF, DKIM, DMARC alignment).
4. Add the records to your domain's DNS.
5. PropLink verifies and switches sending to your domain.

This gives recipients an email from [email protected] (or similar) rather than from PropLink's domain, which has marginal deliverability benefits and looks more professional.

Delivery tracking

Every email's delivery status appears in the communications log:

• Sent — handed to SendGrid.
• Delivered — accepted by the recipient's mail server.
• Opened — the recipient opened the email (tracked via a pixel).
• Clicked — the recipient clicked a link in the email.
• Bounced — the recipient's mail server rejected it.
• Blocked — the recipient's mail server marked it as spam.

Bounce handling

Hard bounces (the recipient's address does not exist) flag the contact's email for review. PropLink stops sending to a hard-bounced address until you confirm the address is correct.

Soft bounces are retried automatically.

Spam handling

Marketing emails and announcements include an unsubscribe link as required by UK regulations. Transactional emails do not (statutory notices, invoice receipts).

If recipients mark too many emails as spam, your sender reputation drops and delivery suffers. PropLink monitors this and surfaces warnings on the communications dashboard.

Limits

Email throughput limits depend on your plan. The standard limit is generous for typical block management volumes; speak to PropLink support if you have unusually high volumes.