Configuring email templates

An article below will walk you through the steps on how to edit and configure your email templates.

What is an Email Template?

Throughout the lifetime of a conference, the Ex Ordo system will send a lot of different types of emails. These include automatic emails that are sent when someone uploads a submission, a reminder email that is sent to an outstanding reviewer and the letter of acceptance that is sent out to all accepted authors.

We provide default boilerplate text for each of these email types that you can customise them to suit your needs. These boilerplate emails are know as  email templates.

Updating Existing Email Templates

To modify your email templates, you first go to the Conference hub of Ex Ordo:

Below the Conference Setup Workflow, you'll find the Email Templates section: 

You will be then be able to see all of the email templates available in the system (including the new account creation notification, the submission receipt and the default reviewer reminder emails). 

Some of these are automatically sent out (i.e. the receipt an author receives when they submit) while others are only sent when triggered by an administrator. 

On the complete list of templates below, we have marked the automatic emails with an asterisk (*):

User Account Emails

  • Welcome Email*
    (New users receive this email when they log in for the first time)
  • General Chair Invitation*
    (Users receive this notification when they are appointed as a General Chair)
  • Assistant Invitation*
    (Users receive this notification when they are appointed as an Assistant)
  • Committee Chair Invitation*
    (Users receive this notification when they are appointed as a Committee Chair)
  • Track Chair Invitation*
    (Users receive this notification when they are appointed as a Track Chair)
  • Review Group Chair Invitation*
    (Users receive this notification when they are appointed as a Review Group Chair)

Author Emails

  • Submission Receipt*
    (Authors receive an email notification when their submission is received)
  • Notify Accepted Submission
    (Notify authors that they have been accepted for the conference)
  • Notify Rejected Submissions
    (Notify authors that they have been declined for presentation)
  • Programme Receipt*
    (Authors receive an email notification when their final draft is received)
  • RSVP Receipt*
    (If RSVP is activated, authors receive an email notification when an RSVP response has been received)
  • RSVP Reminders*
    (If RSVP and reminders are activated, authors receive periodic email reminders to respond to their RSVP)

Reviewer Emails

  • Invite Reviewers 
    (Invite reviewers to your review committee)
  • Reminder – Choose your Topics
    (Remind reviewers to choose their topics)
  • Submissions Available for Review
    (Notify reviewers that they can log in and start reviewing)
  • Reminder - Confirm/Decline Your Reviews
    (Remind reviewers to confirm/decline their reviews as soon as possible)
  • Reminder - Complete Your Reviews
    (Remind reviewers to complete their reviews before the reviewer deadline)
  • Notification - Reviewer Assigned*
    (Notify reviewers that they have been assigned the review of a submission)
  • Notification - Reviewer Unassigned*
    (Notify reviewers that they have been unassigned from the review of a submission)
  • Notification - Review Declined*
    (Notify administrators that a reviewerhas declined to review a submission)

Viewing/Updating Templates

To view or update an email template, you can click on the  Edit Template button to the right of a given email template. You will have the opportunity to update the email subject and body. As you type your updates, the system will automatically save these updates for you.

You can also decide to discard your updates and reset the templates back to the system default values using the  Reset Template button. Once you click on this button, your text updates will be discarded immediately. This step cannot be undone.

If you'd like to see what this email might look like in the delegate's inbox, you can click on the Preview button at any time. The system will fill in sensible details for all the macros etc.

While editing the email templates, you can apply some formatting to these emails using the bold, italic and underlined styles etc. You can also insert lists, headings or hyperlinks. You can find out more about our text editor  here

Macros allow you to personalise emails by automatically inserting the delegate's name, submission title, login URL etc. If you wish to use macros in your emails, you should read our full guide on  using macros in your emails.

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