Email and digests

Email is on every plan. Sparqbox sends transactional emails when something specific happens (an assignment, a decision, an invitation) and a small set of lifecycle emails during your trial.

Sender and domain

All Sparqbox email comes from hello@sparqbox.com. The sending domain is send.sparqbox.com, fully authenticated with DKIM, SPF, and DMARC.

If your IT team blocks third-party senders, ask them to allow send.sparqbox.com. This will not affect mail to or from @sparqbox.com (which uses Google Workspace).

Transactional emails

Sent in response to a specific event:

• Workspace invite, sent to a person an admin invites; contains the invite link and any welcome message the admin wrote.
• Account verification, sent after a user signs up or accepts an invite. Opens with a confirmation link and a brief welcome.
• Review assigned, sent to a coordinator when they're assigned an idea to score. Shows the idea title, reference number, and the list of other assigned reviewers with their current status (Reviewed, In progress, or Pending). The Sparqbox AI reviewer appears in this list with an AI badge.
• Review completed, sent to the submitter when a reviewer finishes their score. Shows the current reviewer list so the submitter can see how many reviews are still pending.
• Idea decided, sent to the submitter when their idea reaches Approved, Rejected, or Needs discussion. Includes the feedback text, the final weighted score, the outcome, and the full list of reviewers with their status.
• An idea needs your decision, sent to the coordinator or admin when all reviews are in and a manual decision is required. Shows all assigned reviewers with a "Reviewed so far" summary and their status pills so the decision-maker has the full picture before opening the idea.
• Admin override, sent to the submitter when an admin overrides the outcome. Shows the new outcome, the feedback text, and the reviewer list.
• Workspace purged, sent to the workspace admin after a workspace deletion completes.
• Account deleted, sent to a user after their account is closed.

Each decision-related email uses an outcome-specific colour: green for Approved, amber for Needs discussion and decision-required prompts, and a neutral tone for Rejected. This makes the outcome immediately clear before the recipient reads the body text.

Lifecycle emails

Sent on the trial timeline starting from signup. The schedule:

| Day | Email | Audience | |---|---|---| | 0 | Welcome | Account owner. | | 3 | Invite team nudge | Account owner, only if the workspace has fewer than two members. | | 11 | Three days remaining | Account owner. | | 13 | One day remaining | Account owner. | | 14 | Trial ended | Account owner. | | 21 | Workspace will become read-only | Account owner. |

These emails coexist with the transactional emails; no event is suppressed during the trial.

Language parity

Every email template ships in English and Dutch. The system picks the language based on:

1. The user's personal language preference, if set.
2. The workspace's default locale.

Admins set the workspace default in Settings → Organisation.

In-product email controls

Per-event email behaviour is controlled in the notifications matrix.

• Admins set workspace defaults in Settings → Notifications.
• Each user overrides per event in their personal preferences.

System security alerts always send regardless. See Notifications for the full event list.

Note

Daily and weekly digest emails are not shipped at launch. They're on the post-launch roadmap. For now, the in-app notifications view and per-event emails cover the same ground.

What's next

Notifications

Notifications covers per-event configuration and the matrix.

Billing and plans

Billing and plans explains the trial reminders and what they say.

Slack integration

Slack integration is the alternative for users who prefer Slack to email.