Templates

PropLink uses templates everywhere it generates content for a recipient. Templates separate the wording from the data, so you customise once and apply everywhere.

Categories

• Email templates — every transactional email PropLink sends.
• Document templates — invoice PDFs, statements, year-end packs, Section 20 notices, Section 166 notices, arrears letters.
• Account invite templates — wording of the staff invitation email and the ResidencePort invitation email.
• SMS templates — when SMS becomes available.

Editing

1. Open Settings → Templates.
2. Pick the category and the specific template.
3. Edit the wording, subject, layout or merge fields.
4. Preview against sample data.
5. Save as a new version.

Merge fields

Every template supports merge fields that PropLink replaces at send time. The editor's right rail lists every field available for the current template type.

Versioning

Saving creates a new version. Sent messages keep the version they were sent under, so the audit log always shows what the recipient received. Restore an older version under Version history.

Multilingual

For organisations with non-English-speaking residents, add language versions of each template. PropLink picks the language version matching the recipient's preferred language, falling back to English.

Custom templates

For one-off correspondence, save the message you just typed as a template for next time:

1. Compose the email or letter.
2. Click Save as template.
3. Name it.

Letter generation

Document templates can be rendered to PDF for posting:

1. Pick a letter template.
2. Pick recipients.
3. PropLink generates one PDF per recipient with merge fields filled.
4. Download the bundle or send to print.

Useful when an arrears letter must be posted in addition to (or instead of) emailed.