📄 Sending SMS and Email Messages in Proptia (Property Managers)

Sending SMS and Email Messages in Proptia (Property Managers)


Proptia Messaging: Complete Guide (Email & SMS Communication)


Overview

Proptia Messaging allows property managers to communicate directly with residents, members, tenants, and vendors from within the platform.

The goal is simple:

Centralize communication and ensure messages reach the right people, through the right channel, at the right time.

Where to Access Messaging

Navigate to:

Communication → Messenger

From here, you can compose and send messages.

Messaging Channels

Proptia supports two communication methods:

1. Email

Best for:

  • Announcements
  • Detailed communication
  • Attachments and documents

2. SMS (Text Message)

Best for:

  • Urgent updates
  • Time-sensitive alerts
  • Short, high-visibility communication

How to Send an Email

  1. Go to Communication → Messenger
  2. Click Compose → Email
  3. Select recipients
  4. Enter subject and message
  5. Add attachments or links (optional)
  6. Click Send

Email Features

  • Rich text editor (fonts, bold, formatting)
  • Attachments and images
  • Links
  • Flexible recipient targeting

How to Send an SMS

  1. Go to Communication → Messenger
  2. Click Compose → SMS
  3. Select recipients
  4. Write your message
  5. Click Send

Who Can I Send Messages To?

Both Email and SMS support targeting:

  • All residents
  • Individual residents
  • Groups
  • Roles (e.g., board members, managers, vendors)
  • Specific users
  • Members (e.g., clubs, associations)

Why Might a Resident Not Receive SMS Messages?

If a resident does not appear in SMS targeting, it is usually because:

  • They are not set up for SMS notifications
  • Their phone number is missing or incomplete

How to Enable SMS for a Resident

  1. Go to Directories → Residents
  2. Open the resident profile
  3. Add or confirm their phone number
  4. Go to the Notifications section
  5. Select the correct phone number
  6. Choose the mobile provider
  7. Click Save

Important: Always obtain resident approval before enabling SMS.

Which Channel Should I Use? (Decision Framework)

Start with your goal:

Is this urgent or time-sensitive?

→ Use SMS

Examples:

  • Emergency alerts
  • Gate issues
  • Immediate notices

Does this require detail or attachments?

→ Use Email

Examples:

  • Policy updates
  • HOA communications
  • Documents or forms

Do you need maximum visibility?

→ Use Both Email + SMS

Are you targeting a specific group?

→ Use Filters (Roles, Groups, Members)

Examples:

  • Board members only
  • Vendors only
  • Club members

Quick Operator Cheat Sheet

  • Urgent message → SMS
  • Detailed message → Email
  • Need attachments → Email
  • Need fast response → SMS
  • Broad announcement → Email or Both

Operational Best Practices

  • Use SMS sparingly for high-priority messages
  • Use email for structured communication
  • Segment recipients using roles and groups
  • Always verify contact info before sending
  • Get consent before enabling SMS

Key Takeaway

Proptia Messaging is not just about sending messages.

It’s about delivering the right message to the right audience efficiently:

  • Email = depth
  • SMS = urgency
  • Filters = precision

When used correctly, messaging becomes a core operational tool for communication, engagement, and response time.