Track chair: Reminding reviewers to complete reviews

You can use the Communication hub to send a reminder to all reviewers who have not yet completed all their reviews. This reminder will be sent to reviewers that have not yet confirmed/declined their intention to review and those that have confirmed their intention to review, but have not yet submitted their review.

There are two ways to remind reviewers:

(1) Using the card on your dashboard

From your dashboard, you can click to remind the reviewers attached to the outstanding reviews:

(2) From the top of the Reviews list

In the Reviews hub there is a button to Remind Reviewers on the top of the List of Submissions in the Reviews hub.

Both of these processes will bring you into the Communication hub to send the email.

Step 1) Filter

The filter will automatically be set to pick reviewers who have outstanding reviews. You can preview the recipient list before selecting Next. 

Step 2) Write

Customise the text in the subject line and the body text as appropriate. You can also    insert some email macros to personalise the message

At the bottom of the page, you can also customise the email should come from and where replies should go. Remember, reviewers are more likely to open an email that comes from a person they know (as opposed to a conference name).

Click Next to move to the next step. 

Step 3) Preview

You can view a preview of the email and even send yourself (or another administrator) a preview email to see what the email will look like. 

Step 4) Confirm

Finally, once you're happy with your email, click on the  Send Email button. The system will ask you to confirm that you want to send the email (and inform you how many people will receive it). Once you click on the Send button, the email will be delivered to your reviewers within 15 minutes.

After the email has been sent to all your reviewers, you will receive an email notification confirming that the email has been sent.

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