Spark for Teams allows you to delegate an email to your colleague without constant forwarding or sharing the entire inbox. It’s handy when you receive a message from a client or partner and want your teammate to handle it.
To use email delegation, please make sure that:
Every team can have 10 delegated emails at a time for free. To unlock unlimited delegation, please upgrade Spark to Premium.
Your teammate receives a notification about the delegated email and it appears in their inbox.
The assignee receives a notification about the delegated email and it appears in their inbox.
Your colleague receives a notification about the delegated email and it appears in their inbox.
Once you delegate an email, the Delegated folder appears on the sidebar. Here, you can see the list of all delegated emails with their assignees, updates, and deadlines.
Switch between the Open and Done tabs to view the active and completed tasks. The sidebar badge shows the total number of emails in the Open tab.
Click on the message to see all updates in this thread and discuss it in the private comments with your team.
Spark sends you a notification 24 hours before the email’s due date. You’ll get an additional reminder if the deadline has come and the assignee hasn’t marked an email as done.
Once someone delegates an email to you, it appears in your inbox and in the Assigned to Me folder on the sidebar. There are the Open and Done tabs for the current and past tasks. The sidebar badge shows the total number of emails you need to act upon.
Note: If you don’t see this folder on your Mac, click More on the sidebar and select Assigned to Me.
When you need help with the delegated email, you can discuss it with your teammates in the comments at the bottom of the thread. To mention your colleague in a comment, type @ and select a person from the list.
You’ll receive a notification about a delegated email 24 hours before due date. In case you haven’t marked an email as done before a deadline, it appears in your inbox with a reminder.
You can always add, remove, or change due date for the delegated email.
When you reassign an email, it’s still shared with the previous assignee and they can access it in their inbox and the Shared folder on the sidebar.
If you want to remove your teammate from the conversation:
When you reassign an email, it’s still shared with the previous assignee and they can access it in their inbox and in the Shared folder on the sidebar.
If you want to remove your colleague from the conversation:
When you reassign an email, it’s still shared with the previous assignee and they can access it in their inbox and in the Shared folder on the sidebar.
If you want to remove your colleague from the conversation:
Both delegator and assignee can mark an email as done or reopen the already closed task. In both cases, the email with the updated status appears in all collaborator’s inboxes.