Send Notifications
Guide for track chairs to send email notifications to authors, reviewers, and track chairs
PaperFox sends every chair-facing email through one place — the Notifications hub at /notifications. The hub lists pre-built notifications (called presets) for the things chairs do over and over: send decision letters, remind authors to register, ping reviewers about overdue reviews, broadcast announcements. Click a preset card and the composer opens with the right audience and template already filled in.
The Notifications Hub
- Click Notifications in the sidebar (or the Compose sub-item)
The hub groups presets by category:
| Category | Examples |
|---|---|
| Author Notifications | Send Acceptance Letters, Send Rejection Letters, Remind to Register, Remind to Upload Camera Ready, Remind to Submit Revision |
| Reviewer Notifications | Remind to Complete Profile, Remind to Add Research Keywords, Remind About Overdue Reviews, Notify of New Assignments |
| Announcements | Send Conference Announcement (broadcast to authors / reviewers / chairs) |
| Custom | Custom Notification — the freeform composer if no preset fits |
- Use the Conference and Track pickers at the top to scope the cards to the conference and track you want to email
- (Optional) Type in the search box to filter cards by name or description — type "register" to find the registration reminder, "overdue" for the overdue-review reminder, etc.
- Click a preset card. The composer opens with everything pre-filled — recipients, subject, message body, and a Back to Notifications button to return:
- Edit the subject or body if you want to add conference-specific context, then click Send Notification.
Each preset is one click
The hub replaces the old "pick conference, pick track, pick role, pick filter, pick template" multi-step flow. If you find yourself wanting a notification that isn't on the list, see Don't see what you need? below.
All Tracks
When a conference has more than one track and you manage them all, the Track picker shows an All tracks option at the top. Picking it lets you send a single notification across every track in the conference — useful for conference-wide announcements or multi-track decision letters.
The "All tracks" option only appears in conferences where you manage 2 or more tracks. In a single-track conference there's nothing to combine.
Email a Submission's Authors
You can email the authors of a specific submission directly from the submission detail page.
- Open a submission in your track
- Next to the Authors heading, click "Email Authors"
This opens the composer pre-filled with the submission's details:
- Recipients are pre-loaded from the submission's author list
- Subject is pre-filled with the submission slug (e.g.,
[ICAI2027-5]) - Choose All Authors or Corresponding Author Only using the radio buttons
Compose your message and click "Send Notification".
Who can see this?
The "Email Authors" link only appears for conference chairs and track chairs. Authors and reviewers do not see it.
Email Authors of Selected Submissions
When you want to email the authors of several specific papers — for example, all accepted papers in a track, or a hand-picked shortlist — use the bulk-select tool on the Track Submissions page.
- Go to Conferences in the sidebar, then click your conference
- Under Track Management, open your track and click "All Submissions"
- (Optional) Use the status filter or search to narrow the list — for example, filter to Accepted to email accepted authors
- Check the box on each submission you want to include, or check the top box to select every row on the page
- Click "Notify Authors" in the toolbar above the list
The composer opens with all selected papers pre-loaded:
- The Recipients card lists every selected paper with its slug and title
- Choose All Authors or Corresponding Authors Only — co-authors who appear on multiple selected papers receive only one email
- Compose your message and click "Send Notification"
The same select-and-notify affordance is available in the toolbar on the Track → Decisions page — useful right after making decisions, when you want to email authors by decision outcome without leaving the review workflow.
Email Reviewers from the Committee Page
From the Reviewer Management page, you can jump straight into the composer pre-scoped to your track's reviewers — no need to visit the hub and re-pick the track.
- Open your track and click "Manage Reviewers" (or navigate to Track → Reviewers)
- Click the "Notify" button in the Reviewers toolbar
- Pick the message you want from the dropdown:
| Menu item | Who it goes to |
|---|---|
| Remind to Complete Profile | Reviewers who accepted their invitation but haven't completed their PaperFox profile (name, affiliation, etc.) |
| Remind to Add Research Keywords | Reviewers whose profile is otherwise complete but who haven't added research keywords — these reviewers get random-assignment fallbacks instead of expertise-matched papers |
| Email Selected … | Send to a specific list of committee members you've picked from the page |
| Custom Notification | Open the composer with the Reviewers role pre-selected so you can build any audience and message from scratch |
The first two items are pre-filled with a template; you can edit the subject and body before sending. The bottom items open the composer for freeform messages.
When to use this vs the hub
Notify dropdown: You're already on the reviewers page — one click gets you to a pre-scoped composer. Hub directly: You're sending to multiple roles in sequence, or you don't have the reviewers page open. Same composer either way.
Don't see what you need?
Below the preset cards on the hub there's a request form. If your conference needs a notification that doesn't exist yet — for example, a visa-support reminder for accepted authors from a specific region — describe what you'd like in the form and click Send request. PaperFox support reviews each request and adds new presets as patterns emerge.
The form is plain text. Tell us:
- Who the notification should go to (e.g., "accepted authors from Asia-Pacific")
- When to send it (e.g., "30 days before the conference")
- What it should say (a sentence is enough — we'll draft the template)