Reminding reviewers to complete reviews
You can use the Communication hub to send a reminder to all reviewers who have not yet completed their assigned 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 reviews.
There are three 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 Reviews list
In the Reviews hub you can email your reminder to reviewers in bulk or individually. First, select the Not Started or In Progress filters at the top of your list of submissions. Next, you can email reviewers in bulk by selecting the bulk action box at the top left side to select all submissions from the List of Submissions or you can select individual submissions from the left side next to the Submission ID. When an individual submission or multiple submissions are selected new filters will appear on the top of your list of submissions and from there you can select Email Reviewers:
3) From the Reviewers List
You can filter by Review Progress in your List of Reviewers. If you select Reviewing you will be able to filter your reviewer list by all of your reviewers who have not yet completed their reviews.
You can then email those reviewers by selecting their names from the list and selecting Email.
All 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 who the email should come from and where replies should go. 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.