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 Reviews list
In the Reviews hub you can use a bulk action to email your reviewers. Use check box to select all submissions on the top of the List of Submissions. New filter appears and you can select Actions and then Email Reviewers from the dropdown:
Both of these processes will bring you into the Communication hub to send the email.
Step 1) Filter
Ensure the filter is set to Have Outstanding Reviews - this will 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.