Setting up your branded sender email

When South PropMan dispatches a document email — a lease, a letter of demand, an invoice notification, a KYC reminder, a portal invite — by default it goes out from a generic platform address. That’s fine on day one, but most landlords and property managers want every tenant- or provider-facing email to look like their brand, not South PropMan’s, and want any reply to land in their team inbox instead of bouncing into a personal account.

This is a five-minute setup.

Step 1 — pick your sender address

Use an address you actually monitor. Good examples:

• billing@yourco.com — for accounts receivable / arrears communication
• properties@yourco.com — for general tenant matters
• info@yourco.com — single-inbox setup for small portfolios

The address must be on a domain you control. We recommend a dedicated property-management subdomain (e.g. properties@props.yourco.com) when your operations team is separate from your other business email.

Step 2 — verify the domain in Resend

Because South PropMan sends through Resend on your behalf, your sending domain must be DNS-verified so the emails don’t land in spam. Email us at info@southpropman.com with the domain you want to use and we’ll provision a verification record on our Resend tenant for you. You’ll receive a list of DNS entries (SPF, DKIM, DMARC typically take three records). Add them at your registrar; once they propagate (usually a few hours) you’re good.

v1.0 note: domain verification is currently a managed step on our side — we add your domain to our shared Resend account and pass you the DNS records to publish. Per-customer Resend tenant provisioning (where every customer gets their own isolated sender pool) is on the post-1.0 roadmap.

Step 3 — set the address in South PropMan

1. Sign in to your console.
2. Settings → Notifications → Email channel.
3. Enable Email.
4. In Sender email (From) type the verified address (e.g. billing@yourco.com).
5. Save.

From that point onwards every outbound email South PropMan sends from your account uses your address as the From and as the Reply-To. When a tenant or provider hits Reply in their email client, the reply lands in your branded inbox, not on the platform’s shared support address and not in your personal Supabase sign-up email.

What stays platform-branded

The setup above covers document emails to tenants and providers (leases, demand letters, KYC reminders, invites, custom messages from the Document Email modal) and notification dispatches through Settings → Notifications.

A few categories deliberately stay platform-branded because they relate to your relationship with South PropMan, not your relationship with your tenants:

• Trial provisioning emails when our admin enrols you on a plan.
• Renewal reminders for your South PropMan licence.
• Payment receipts for your South PropMan invoices.
• Marketing-site lead replies when a prospect fills your contact form (those route to South PropMan sales).

Common mistakes

• Picking a personal Gmail / Outlook address as your sender. We can verify a custom domain but not a free webmail service — Resend (and most strict spam filters) will reject the send.
• Forgetting to keep the inbox monitored. Replies will arrive — set someone on your team to triage them.
• Disabling the email channel without realising this also kills lease delivery, demand letters and KYC reminders. If you want to pause outbound only for arrears nudging, use the dunning ladder controls instead.