Users and roles

A workspace has four roles. Most users are submitters; a small number are coordinators or admins. The fourth role, super-admin, is reserved for Sparqbox staff and is not surfaced in your workspace.

The four roles

Submitter

The default role for every new account. Submitters can:

Create an idea, add a support to someone else's idea, and comment (Growth and Scale).
Withdraw their own idea while it's still under review.
Edit their own idea while it's in_review and a clarification thread is open, when the workspace allows post-submission editing.
Upload up to three attachments to their own idea while it's in_review and unreviewed (Growth and Scale).
Request a data export and delete their account.

Submitters cannot score ideas, transition status, or open admin pages.

Coordinator

A scoring role assigned per category by an admin. Coordinators can do everything a submitter can, plus:

Score the ideas they're assigned to (1 to 5 per criterion, with optional comments).
See ideas marked Visible to reviewers only in their categories.
See the real submitter on anonymous ideas they review.
Ask the submitter for clarification.
Reassign reviewers within their category, when permitted.

Coordinators cannot override decisions, change tenant settings, invite users, or open billing.

Admin

A workspace-wide role. The user who creates the workspace is admin by default; further admins are appointed by an existing admin. Admins do everything a coordinator can do, plus:

Configure categories, criteria groups, criteria, weights, and approve and reject thresholds.
Configure all six tabs in Workspace settings.
Invite, change role, and deactivate users.
Override an auto-decision (with mandatory feedback text).
Archive ideas.
Open the billing portal and change plans.
Create and manage campaigns (Growth and Scale).

Super-admin

Sparqbox staff only. Super-admins handle cross-tenant operations like granting per-customer plan exceptions and revealing anonymous submitters when policy or law requires it. Every super-admin action is audited. You won't see super-admin controls in your workspace.

Inviting users

From the gear icon, open Users.
Click Invite users.
Paste one or more email addresses, separated by commas or new lines.
Pick the role each invitee should land on. The default is Submitter. You can promote later.
Optionally write a short welcome message that appears in the invite email.
Click Send invites.

Invited users receive an email with a link. The link works in regular and private browsing windows. The link expires after a set period; users who miss the window can be re-invited.

Changing a user's role

On the Users page, find the user.
Click their role pill.
Pick a new role.

The change takes effect immediately. The user sees their new permissions on their next page load.

Deactivating a user

Deactivating is the supported way to remove someone from a workspace. It's a soft action that preserves history.

On the Users page, find the user.
Open the row menu and pick Deactivate.
Confirm.

The user can no longer sign in. Their submitted ideas, scores, and comments stay on record so the audit trail is intact. To reinstate the user, click Reactivate on the same row.

Departments

Departments are an optional grouping of users for filtering and reporting. Each user belongs to one department; departments don't change permissions.

Admins create and rename departments under Settings → Organisation, or during the onboarding wizard. Once a department exists, you can:

Filter the Ideas list by submitter department.
Filter Insights to a single department.
Use department in campaign rules and notification audiences.

What's next

Coordinators

Coordinators covers what coordinators do day to day and how to assign them per category.

Categories and criteria

Categories, criteria groups, and criteria is the next step after inviting people.

Billing and plans

Billing and plans explains coordinator and category limits per plan.