Using Announcements

Modified on Fri, Jun 14 at 2:47 PM

Announcements in Propra offer a versatile communication tool for property managers to effectively reach tenants and owners. With the ability to send one-way messages via email, or automated voice messages for those without email addresses, Propra ensures that important information is delivered promptly and efficiently. Users can schedule announcements for future dates and times, providing flexibility in communication planning.

Email and voice message announcements are managed under Announcements, available on the left-hand menu when logged into Propra.

Quickly Navigate This Article

Creating a New Announcement
Managing Scheduled Announcements
Managing Draft Announcements
Viewing Sent Announcements

Creating a New Announcement

When in Announcements, there are several places where you click Create to get started:

Create tab in the top navigation
Create button in the top right corner of the menu, available under any tab when navigating Announcements
Create button under the Scheduled tab, if there are no announcements currently scheduled

Once you have clicked Create from one of the above places, you can get started with drafting your announcement(s).

Drafting an Announcement

There are two formats currently available for sending announcements: email and voice message. You can draft both an email announcement and a voice message at the same time.

Please note that the system will only send the voice message when a phone number is the only contact information available for the recipient.

Email announcements

Enter the Email Subject Line. Keep in mind that when the announcement is sent, "Announcement from Your Company Name: " will be appended to the beginning of the subject line.

In the box under, Email Announcement, craft the announcement you wish to send, using the available formatting tools.

Voice messages

If there are recipients who don't have an email address associated to their record but do have a phone number you can send an automated voice message. To enable a voice message, check the box next to Send voice message? Type your message under Compose Voice Message and then enter your phone number below to receive a test call.

If the pronunciation for any words is not quite right, adjust to a more phonetic spelling and try again. Keep in mind the writing voice message will not be shared so don't worry about words looking strange or misspelled in order to get them to sound correct.

Pro tip: once you have finalized the voice message, copy it and paste it at the end of the message so that it will play two times. This ensures that the recipient will hear it in case a voicemail picks up or they misunderstand it the first time.

Preview PDF

When drafting an announcement, you have the option to see what it will look like as a printed announcement by clicking the Preview PDF button. Once sent, you will have the option to print the sent email announcement with its publish date that can then be used as a bulletin and distributed as needed.

Once you are happy with your drafted messages, click Next.

Selecting Recipients

To select the desired recipient(s), you first need to select which property or properties you would like to send the announcement to. Once selected, any owners or tenants associated to the properties will display under Contact List. Click the checkbox next to the intended recipients.

Options are available to quickly Select All Tenants or Select All Owners If you would like to select all, click the box in the top left corner of the table (next to the Recipient column header).

If there are tenants without contact information listed, you will see the message below and will not be able to select them.

Once all intended recipients are selected, click Next.

Publishing an Announcement

Prior to publishing your announce, you will have a chance to review what has been created. If you would like to make changes, hit the Back button in the bottom left to go back to recipients or even back to where you can edit the announcement.

If you are happy with the drafted announcement(s), you have 3 options to choose from: Save Draft, Publish Now, or Schedule Post.

To save the announcement without sending it or scheduling it, click Save Draft.
To immediately send the announcement, click Publish Now.
To schedule the announcement to send at a later date and/or time, click the down arrow that is attached to the Publish Now button and select Schedule Post. You will then be prompted to select the date and time you would like to schedule the announcement for.

Managing Scheduled Announcements

Any announcements that have been scheduled for a date and time in the future will be listed on the Scheduled tab in the upper navigation.

Prior to the send date and time, you will be able to Edit, Delete, or Print the scheduled announcement. Once the scheduled date has passed, the sent announcement will be available for review under Sent.

Managing Draft Announcements

At any time while creating an announcement, you can save a draft version by selecting Save Draft in the bottom right corner.

Previously saved drafts can be accessed under Announcements by clicking on the Drafts tab in the upper navigation. Drafts are listed by Email Subject Line. To edit a draft, click the 3-dot or kebab menu for that draft, and select Edit. Announcements can be updated using the same steps when drafting an announcement.

Viewing Sent Announcements

All sent messages are saved in the Sent tab, available on the upper navigation under Announcements.

At a glance, you'll be able to see the Email Subject Line,, the properties included, number of recipients, who published the announcement and when it was sent. You will also have the option to print the final announcement that was sent which will include your company name, logo, and address as well as the date the communication was sent.

Clicking on an announcement will allow you to review the message and the list of recipients.