Help center

You probably arrived here from a link at the bottom of a Sparqbox email. Find the section below that matches the label shown at the top of the email you received.

Verifying your account

Email label: Welcome

When you sign up, Sparqbox sends a verification email to confirm you own the address before workspace setup can continue.

Click Verify email in the email. The link expires in 24 hours.
If the link has expired, sign in and use the Resend verification option on the banner that appears at the top of the page.
If the button does not work, copy the full URL from the email and paste it directly into your browser.

Once verified, the onboarding wizard picks up where it left off.

Accepting a workspace invite

Email labels: You're invited, Invite accepted

A You're invited email means a workspace admin at your company has added you to their Sparqbox workspace. Click the button in the email to set a password and enter the workspace.

An Invite accepted email is sent to the admin who invited you, confirming that you joined.

What each idea status means

These are the statuses a submitted idea moves through. They appear on the idea detail page and are referenced in notification emails.

| Status | What it means for the submitter | |---|---| | Submitted | Your idea arrived and is waiting for reviewers to be assigned. | | In review | Reviewers have been assigned and are scoring the idea against the workspace criteria. | | Scored | All required reviewers have submitted their scores. The system has calculated the weighted total. | | Approved | The idea passed the scoring threshold for its category. You will receive written feedback before the idea closes. | | Rejected | The idea did not meet the scoring threshold. You will receive written feedback explaining the outcome. | | Needs discussion | The score fell between the approval and rejection thresholds. An admin will review it manually and decide. | | In implementation | Work has started on the approved idea. | | Implemented | The work is complete. |

An admin changed my idea status

Email label: Status changed

A Status changed email means a workspace admin manually moved your idea to a different status. This is a deliberate human action, not an automated system event.

Common reasons include: correcting a decision that did not fit the specific situation, moving an idea forward after further discussion, or closing a duplicate.

Every status override requires the admin to supply written feedback before the change takes effect. That feedback is included in the email you received.

If you believe the decision was made in error, speak with your workspace admin directly. You can find who your admins are by signing in and opening Users in the sidebar.

Reviewing ideas

Email labels: Review requested, Review complete, Clarification needed

These emails are sent to coordinators who have been assigned to score ideas.

Review requested means you have been assigned to score an idea. Sign in, open the idea, and complete the scorecard for your assigned category. Each criterion in the scorecard carries a weight. Your workspace admin has configured those weights under Settings → Categories & criteria.

Review complete is a notification that another reviewer in the same category has finished scoring. It means the idea is progressing.

Clarification needed means a coordinator has asked the submitter to provide more information before scoring continues. If you opened the clarification request, you will receive a notification when the submitter replies.

The AI first reviewer

Before human reviewers see a submitted idea, an AI reviewer scores it against the same criteria. The AI receives the idea title, description, and the criteria list for the category, and returns a score of 1 to 5 per criterion, plus optional comments per criterion.

The AI is a recommender, not a decision-maker. It never calculates the final weighted total, never changes an idea's status, and never writes the feedback a submitter receives. The weighted total and all decisions are made deterministically by the system and by human coordinators. If the AI review fails for any reason, human reviewers proceed without it and the idea is not blocked.

Decisions and feedback

Email labels: Approved, Not moving forward, Needs discussion, Decision made

When an idea reaches a final outcome, the submitter receives an email with the result and written feedback.

Approved means the idea's weighted score was at or above the approval threshold for its category.
Not moving forward means the score was at or below the rejection threshold. The idea will not go further, but the submitter receives a written explanation.
Needs discussion means the score fell between the two thresholds. A workspace admin will review the idea manually and move it to Approved or Rejected, with feedback.
Decision made is the label used for outcomes that don't map to the three categories above, such as an admin-initiated withdrawal.

Every decision email includes written feedback from the coordinator or admin. The system requires feedback before an idea can close.

Endorsements

Email label: Endorsement

An Endorsement email means someone in your workspace has endorsed your submitted idea. An endorsement signals agreement or support from a peer, typically someone who had a similar idea themselves.

You do not need to take any action. Endorsements are visible to reviewers alongside your idea and may influence the discussion.

Execution and tasks

Email labels: Execution kickoff, Task assigned

These emails go to coordinators managing approved ideas in the implementation phase.

Execution kickoff means an approved idea has been moved to the executions board and you have been assigned as owner. The idea is entering active implementation.

Task assigned means a specific task within an execution has been assigned to you.

To open the execution, go to Executions in the sidebar. See The executions board for a full walkthrough.

Weekly digest

Email label: Weekly digest

The weekly digest summarises activity in your workspace over the past seven days: new ideas submitted, status changes, reviews completed, and decisions made.

To change your digest preferences, go to Account → Notifications. Look for the toggle labelled Weekly digest and adjust it to your preference.

Workspace admins can set default notification preferences for new users under Settings → Notifications.

Trial period and billing

Email labels: Checking in, Any blockers, Trial ending, On us, 3 days left, Last day, Trial expired, Action needed

Every new workspace starts on a 14-day Growth trial. No payment details are required to start.

During the trial you have full access to all Growth features. As the trial end approaches, you will receive reminder emails.

After the trial expires, your workspace enters read-only mode. Members can still view existing ideas and their history, but no new ideas can be submitted and no changes can be made. To restore write access, go to Settings → Billing and subscribe to a plan.

Here is when each billing email is sent:

| Email label | When it is sent | |---|---| | Checking in | Day 3 of the trial, if no one in the workspace has logged in yet. | | Any blockers | Day 4, if the workspace is still quiet. | | Trial ending | Around day 11, warning that the trial ends in a few days. | | 3 days left | Three days before the trial expires. | | Last day | The final day of the trial. | | On us | A trial extension offer, sent after the trial expires to workspaces that have not yet subscribed. | | Trial expired | Sent when the trial period ends and the workspace moves to read-only. | | Action needed | Sent when a workspace is about to enter read-only mode due to an expired trial or lapsed subscription. |

Account deletion: anonymize vs full delete

Email labels: Account anonymized, Account deleted

Sparqbox handles account deletion in one of two ways, depending on your workspace's configuration.

Anonymize (the default): The profile row stays in the system, but all personally identifiable information is scrubbed. This includes your name, email address, push notification subscriptions, passkeys, and Slack mappings. The Supabase authentication user record is also deleted. This is the default because it preserves the referential integrity of any ideas, comments, or reviews you authored: those records remain, but the link back to you as a person is removed.

Full delete: The profile row is dropped entirely. This is only permitted when the workspace has the Allow anonymous submissions setting enabled, because without it, removing the profile row would break the read paths for authored content. A real deletion performs one of these two operations, never both.

If you received a deletion email and did not request it, or if you were not expecting it, contact your workspace admin.

Workspace lifecycle alerts

Email labels: Review needed, Auto-approved, Deactivated, Heads up, Member added, Purge proceeded, Purge cancelled, Export ready, Farewell

These are administrative emails related to your workspace's account status. Most are sent to workspace admins rather than regular members.

Workspace collision emails

When two separate signups appear to be from the same company, Sparqbox flags the situation for review. This is called a collision.

| Email label | What it means | |---|---| | Review needed | Sparqbox has identified a potential duplicate workspace and is reviewing the situation. | | Auto-approved | After seven days without a manual decision, the case was automatically resolved and both workspaces are allowed to continue. | | Deactivated | Your workspace has been deactivated following the collision review. | | Heads up | A warning sent 24 hours before a workspace is deactivated. | | Member added | You have been added to a different workspace as part of a merge decision. |

For questions about a collision decision, email support@sparqbox.com.

Workspace purge emails

A workspace purge is the full, permanent deletion of a workspace and all its data. It requires a 72-hour confirmation window before it proceeds.

| Email label | What it means | |---|---| | Export ready | Your data export is ready to download. The link is valid for a limited time. | | Purge proceeded | The 72-hour window passed without cancellation and the purge completed. | | Purge cancelled | You or another admin clicked the cancel link and the purge was stopped. | | Farewell | Final confirmation that the workspace and all its data have been permanently deleted. |

Support

Email labels: Support

A Support email means a message was sent to support@sparqbox.com and either you sent it, or you are receiving a reply.

To contact support, email support@sparqbox.com. You can expect a reply within one business day on working days.

I didn't expect this email

If you received a Sparqbox email you do not recognise, one of three things is likely.

An admin action triggered it. Most notification emails are the result of something a workspace admin or coordinator did, such as changing an idea's status or adding you to a role. Sign in to your workspace and check the relevant idea or your notifications to see what happened.
Find your workspace admin. If you are a workspace member and cannot explain the email, sign in and open Users in the sidebar. Workspace admins are listed with the role Admin. Contact them directly.
You are not a member of any workspace. If you do not have a Sparqbox account and this email makes no sense to you, it was probably sent to your address by mistake. Forward the email to support@sparqbox.com so we can investigate.

Do not click any links in the email if you are not sure it is legitimate. Contact support first.

What's next

FAQ

Frequently asked questions covers the most common questions about submitting, scoring, and billing.

Troubleshooting

Troubleshooting lists common error states and how to recover from them.

Glossary

Glossary defines every term you will encounter in Sparqbox.