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Propra Operators App

A step-by-step guide for staff operators on how to log in, view your assigned tasks, schedule visits, and complete maintenance requests using the Propra Operators App.

Written by Karyn Millar
Updated today

Using the Propra Operators App to Complete a Maintenance Request

Overview

The Propra Operators App is designed exclusively for staff operators — team members who work directly for your property management company. It is not used by contractors.

Two apps, two colours

There are two separate Propra apps. The Purple app is for property managers. The White app is for staff operators. Make sure you are downloading and using the correct one.

Google Play

Apple Store

As a staff operator, you'll use this app to:

  • Receive and view assigned maintenance requests

  • Schedule visits with tenants

  • Start, document, and complete tasks

  • Add material costs, notes, and photos

  • Create follow-up appointments if needed

Getting Set Up

Before you can log in to the app, your property management company must add you as a staff operator in their Propra account. You cannot create your own profile unless you are set up as an authorized user. If you are not an authorized user this task is done by your property manager.


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If the operator has the i icon it means their hours of operation have not been set and need to be complete.
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Once your operator profile has been created, your manager will configure the following:
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Working Hours

Your manager (or yourself if you have permissions) sets your available working hours. Visits will only be scheduled within these hours.
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Time Off

Your manager (or yourself if you have permissions) can block off time off. You won't be assigned visits during those periods.

Your login email

The email address associated with your operator profile is the one you must use to log in. If you're unsure which email was used, check with your property manager.

Logging In to the App

Propra uses a Magic Link to log you in — no password required. Here's how it works:

  1. Open the Propra Operators App on your device.

  2. Enter your email address — this must match the email on your operator profile.

  3. Tap Send Magic Link. A login link will be sent to your email inbox.

  4. Open your email and tap the Magic Link. This will open the app directly into your account.

Stay logged in, but log out regularly

The app will keep you logged in until you manually sign out. We recommend logging out periodically so that the app can receive updates.

When you receive a notification email about a new assigned task, it will prompt you to log in to the app to view the full details of the request.

Understanding Your Schedule

Once logged in, you'll have visibility into your upcoming schedule. Your assigned visits and tasks are displayed based on your working hours and any approved time off — your property manager cannot schedule you outside of these windows.

There are two ways your property manager may assign you to a maintenance request:

Assignment Type

What It Means for You

Delegated to Schedule

You've been assigned the request but haven't been given a set time. You'll need to contact the tenant directly to schedule a visit and then book it in the app.

Scheduled Visit

Your property manager has already set a specific date and time for your visit. It will appear in your schedule automatically.

In both cases, you'll receive an email notification when a task is assigned to you. The tenant will also be notified — they'll receive your name and either the scheduled visit details or a note that you'll be reaching out to arrange a time.

Viewing Your Assigned Task

Your maintenance request tasks are found in the Tasks tab at the bottom right of the app. Tap on a task to view:

  • Full details of the maintenance request

  • Tenant contact information

  • Who assigned the task to you

  • Any notes from your property manager

  • The due date or scheduled visit time

Scheduling Your Visit (Delegated Tasks)

If you've been delegated to schedule the visit yourself, reach out to the tenant using their contact information provided in the task. Once you've agreed on a time, book the visit directly in the app:

  1. Open the task in the Tasks tab.

  2. Select the option to schedule an appointment.

  3. Choose the date and time for your visit.

  4. Confirm. The tenant will receive a notification with your visit details.

Starting a Visit

When you arrive on-site and are ready to begin work, you can officially start the task. This records your labour time for the request.

  1. Open your task in the Tasks tab.

  2. Slide to Start when you're on-site and ready to begin. This starts the job timer.

  3. While working, you can add:

    • Tenant notes— observations or information shared by the tenant

    • Property manager notes— internal notes for your manager

    • Photos— document the issue before, during, and after

📸 Photos matter

Adding photos of the issue and the completed work provides important documentation for your property manager and the request record. Get in the habit of photographing before and after.
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Completing a Visit

Once the work is done, you'll need to submit your visit report before the task is marked complete.

  1. Add any material costs incurred during the job. You can also upload photos of receipts.

  2. If there are no costs to add, you can skip the costs step.

  3. Review your notes and photos to make sure everything is captured.

  4. Choose whether to create a follow-up appointment or return to your schedule.

  5. Tap Confirm to submit the report. Your visit will be marked as Complete.

All costs, notes, and photos you submit will appear on the maintenance request case for your property manager to review.
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Scheduling a Follow-Up Appointment

If the job can't be completed in one visit — for example, if parts need to be ordered or a second inspection is required — you can create a follow-up appointment before submitting your report.

  1. At the completion step, select Create a Follow-Up Appointment.

  2. Fill in the date, time, and any relevant notes for the follow-up visit.

  3. You can assign the follow-up to yourself or another operator.

  4. Tap Confirm to submit.

Your property manager will see this

Follow-up appointments you create will appear on the maintenance request in the property manager's web portal, so they stay informed of progress without needing to follow up with you separately.
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Linking Your Google Calendar

You can connect your personal Google Calendar to the Propra Operators App so your scheduled visits sync directly to your calendar for easy reference.

  1. Log in to the app.

  2. Go to your profile or settings within the app.

  3. Select Link Google Calendar and follow the prompts to connect your account.

Once connected, your scheduled visits will appear in your Google Calendar alongside your personal appointments, giving you one clear view of your day.
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Tips & Reminders

  • Check your email — task assignments come via email. Open the app to see the full details.

  • Use the correct app — the white app is yours. The purple app is for property managers only.

  • Your login email must match your operator profile — if the Magic Link isn't arriving, confirm your email address with your manager.

  • Log out periodically — this ensures you're running the latest version of the app.

  • Slide to Start on-site only — this starts the labour timer, so only activate it when you've arrived and are ready to begin work.

  • Document everything — photos and notes protect you and give your property manager a complete picture of the work done.

  • Contact your property manager if you have questions — a Help page is available in the app with your company's contact details.

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