Understand the emails you receive¶
Zerohive emails can explain an account change, invite you into a workspace, report a work update or draw attention to a service problem. This guide explains the supported message types and where to check what happened. Not every message applies to every person or workspace.
Availability: this draft covers all 34 supported email formats. A supported format does not establish that every product sends it in every situation or that your environment has delivered it. The underlying account, work or billing record remains the place to confirm the current outcome. Official letters use a separate delivery process.
When emails start explains the actual trigger and recipient conditions for these formats.
Use Choose your email updates to control optional categories. Use the notification overview to distinguish email, your work inbox and live screen updates, and delivery evidence to interpret accepted attempts, provider reports and uncertain outcomes.
Account verification, security and recovery¶
| Message | What it explains | What to do |
|---|---|---|
| Login verification code | A code and expiry for an account sign-in. | Use it only in the sign-in flow you started. Never give the code to another person. |
| Password reset code | A code for the requested password-reset process. | Continue your own reset flow. If you did not request it, do not use or forward the code. |
| Account activation code | A code to activate your Zerohive account. | Complete account activation before any separate invitation step that requires it. |
| Extra-verification enrollment or disable code | A code to confirm enabling or disabling the additional verification step. | Confirm that the requested change is yours. An unexpected disable request needs attention through your approved support route. |
| Organization access code | Verification required when entering an organization. | Use the organization-entry flow. The code does not bypass membership or other access requirements. |
| Authorization PIN update code | Verification for a requested PIN change. | Finish the change you initiated; keep the code private. |
| Password or authorization PIN changed | A confirmation that the source reported the change. | If you did not make it, contact the appropriate support or IT team promptly through your normal route. |
| New login | The reported sign-in time, with device or network details when available. | Compare it with your activity. Missing device details do not by themselves establish an unauthorized login. |
| Extra verification enabled or disabled | A reported change to the account's verification setting and its time. | Check the current account setting if the change is unexpected. |
| Recover your account | A recovery link for a previously deactivated account. | Use the recovery flow described in account recovery. The email describes a 30-minute, single-use link and a subsequent normal sign-in. |
Expiry times shown with UTC use that time zone. A code or link can be unusable by the time a delayed email arrives. Return to the appropriate sign-in, activation or recovery flow to check the next available action. Do not treat receiving an old message as a new authorization.
For detailed journeys, use sign-in and extra verification, registration and activation and profile and workspace access.
Workspace invitations, access and setup¶
| Message | What it explains | Where to confirm the result |
|---|---|---|
| Workspace invitation | The workspace, proposed role, expiry and invitation link. It can also tell you to activate your account first using a separate code. | Sign in and inspect the invitation before accepting or declining. An invitation is not an already-active membership. |
| You joined a workspace | The workspace and role reported when membership became active. | Open Workspace Access and check your current membership and available products. |
| A person joined: administrator summary | The person, workspace and assigned role. | Review the current membership record when making an access decision. |
| Workspace ready | The workspace that completed its setup event. | Continue through workspace selection and check the licensed products actually available to you. |
| Workspace setup needs attention | The workspace and a supplied failure explanation. | Give the responsible administrator the affected workspace and visible problem. Avoid repeatedly creating another workspace to bypass an uncertain setup result. |
| Branch access removed | The branch-related block while workspace membership remains. | Ask the administrator to check branch status or reassignment; signing in again cannot change the branch assignment. |
| Branch access changed: administrator summary | The branch and the reported number of affected members. | Check current affected memberships before restoring or changing access. |
| Expired invitations cleaned up | A summary count of invitations the source reported as expired. | Check the invitation list before sending replacements. The email's seven-day wording is not a new expiry calculation for every invitation. |
| Platform staff access granted | The platform staff roles reported as granted. | Review current staff authority through the appropriate platform process. It is separate from ordinary workspace membership. |
Read joining an organization, membership and roles and branches for the underlying actions. A delayed confirmation can describe an earlier state that has since changed.
Leave, group membership and workflow deadlines¶
Leave submission can report ordinary submission, immediate approval, a configuration problem or a need for manual intervention. Read the actual message rather than assuming that every submission email means approval. Leave state changes can describe waiting for approval, approval, rejection, withdrawal, revocation, active leave, suspension, call-back or an intervention problem. Check the leave record for the current state, dates and required handover or follow-up.
Leave balance updates distinguish a reservation, consumption, release of a reservation, reversal of consumption and a manual increase or decrease. They show the reported amount, units, effective date and an optional reason. One change is not the complete current balance. Review the balance and ledger before making a decision based on that email.
Added to or removed from a chat group identifies the affected group; the current email copy calls it a chat channel. Confirm membership in Messaging. The message does not establish delivery of every conversation item or permission to read an unrelated group.
Workflow deadline or escalation identifies the request, step and reported milestones, with a link to the request. Open the current work and SLA information to determine the action still needed. The email does not perform that action or independently prove a person's responsibility for a missed target.
Leave and group-membership emails follow the two visible optional choices. Workflow escalation email has a separate stored preference that the inspected screen does not yet expose. Its email footer points toward profile settings, but that wording does not create a third control. See the current preference limits.
Trials, subscriptions and payment messages¶
| Message | What it explains | What to check before acting |
|---|---|---|
| Trial ending | The trial end date, trial and fallback plan, retained seat count and whether the supplied active-user count exceeds it. | Review the current trial and permitted choices in workspace creation and trials. Use the actual workspace values, not a fixed seat count assumed from the email format. |
| Trial expired | The fallback plan, retained seats and the reported number of automatically deactivated users, if any. | Check the current plan and each affected person's access. The email does not itself perform the downgrade or restore access. |
| Upcoming subscription renewal | The plan, stated amount/currency, renewal time and supplied reminder interval. | Confirm current billing details before making a financial decision; delivery delay can make “in a number of days” wording stale. |
| Payment receipt | The amount, currency, transaction reference and item, sometimes with a receipt link. | Match it to the current payment record. A missing link does not by itself mean the message lacks a transaction reference. |
| Payment issue | The reported attempt number and whether the supplied state says the workspace is suspended. | Check current payment and workspace status before repeating a payment or changing a payment method. |
| Workspace suspended | The reported suspension and reason. | Use the responsible billing or administration process to resolve the actual cause. |
| Workspace reinstated | A reported reinstatement after verified payment. | Confirm current entry and product availability. The email is not a fresh access check. |
| Subscription cancelled | The reported cancellation and effective plan. | Confirm the current subscription and plan; do not infer that the workspace was deleted. |
| Plan change confirmed | The previous/new plans and stated change type. | Review the actual plan and entitlements before relying on additional capacity or product access. |
Use subscription, invoices and payment and suspension and reactivation for current business rules. Notification copy is not a replacement for those records. Workspace billing and usage notices explains which contacts and administrators are selected, and how to investigate a missing or repeated notice without repeating a payment.
Usage, capacity and exports¶
An API usage alert shows the reported number of calls, allowance, percentage and period. A storage alert shows used space, allowance, remaining space and percentage. These are supplied measurements; the email does not remeasure usage when you open it. Check current usage and entitlements before interpreting the values as today's remaining capacity.
A data export ready message identifies the workspace, export and stated availability deadline. It can include a download link, but that link is optional in the supported message format. If it is missing or no longer works, return through the authorized export process or contact the responsible administrator with the export name. The email does not establish that the file is still available, that you still have access or that every requested source contributed successfully.
Read message details carefully¶
Dates and amounts describe the information supplied when the message was prepared. Some times explicitly use UTC; some date-only notices have no time of day. Account timezone preferences do not establish that every email was converted to your local timezone.
Messages can appear as formatted HTML or plain text. The branded logo and orange accent aid recognition, but appearance alone does not authenticate a message. If something is unexpected, open Zerohive through your usual trusted entry point and check the source record. Do not forward codes, recovery links, private export links or unnecessary personal details to investigate it.
The email footer says that these are system-generated messages and do not require a reply. Do not rely on replying to an automated notice as the way to approve work, change membership, dispute a bill or reach support. Use the owning feature or your organization's approved support route.
For a missing, delayed or repeated email, preserve its category and approximate time and check the underlying action before repeating it. Notification recovery explains the distinction between a preference, a delivery issue and a business outcome. The producer guide traces all 34 formats at the pinned source revision. Live delivery, source refresh and full upstream business-transition acceptance remain open.