Send Notifications

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

1. Click Notifications in the sidebar (or the Compose sub-item)

The hub groups presets by category:

2. Use the Conference and Track pickers at the top to scope the cards to the conference and track you want to email
3. (Optional) Type in the search box to filter cards by name or description — type "register" to narrow to registration-related presets, "overdue" for the overdue-review reminder, etc.

4. Click a preset card. The composer opens with everything pre-filled — recipients, subject, message body, and a Back to Notifications button to return:

5. Edit the subject or body if you want to add conference-specific context, then click Send Notification.

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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.

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Email a Submission's Authors

You can email the authors of a specific submission directly from the submission detail page.

1. Open a submission in your track
2. 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, each with a checkbox you can toggle individually
• Subject is pre-filled with the submission slug (e.g., [ICAI2027-5])
• Quick-filter buttons above the list reset the selection: Select All, Corresponding Only (when there's a corresponding author), Submitter Only (when the submitter is one of the authors), and Unselect All

Compose your message and click "Send Notification". (The picker UI is the same as the bulk-select flow shown in Email Authors of Selected Submissions below.)

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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.

1. Go to Conferences in the sidebar, then click your conference
2. Under Track Management, open your track and click "All Submissions"
3. (Optional) Use the status filter or search to narrow the list — for example, filter to Accepted to email accepted authors
4. Check the box on each submission you want to include, or check the top box to select every row on the page
5. Click "Notify Authors" in the toolbar above the list

The composer opens with all selected papers pre-loaded:

• The Recipients card shows the count of selected papers and a deduplicated checkbox list of every author across them
• Use the quick filters (Select All, Corresponding Only, Submitter Only, Unselect All) or toggle individual checkboxes to pick exactly who should receive the email — co-authors who appear on multiple selected papers receive only one email
• Compose your message and click "Send Notification"

The C badge marks the corresponding author; the S badge marks the user who actually submitted the paper. They can be the same person or different.

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.

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Email Reviewers from the Committee Page

From the Reviewer Management page, you can jump to the Notifications hub pre-scoped to your conference and track — no need to re-pick them when you arrive.

1. Open your track and click "Manage Reviewers" (or navigate to Track → Reviewers)
2. Click the "Notify" button in the Reviewers toolbar

3. The hub opens with your conference and track already selected. Pick the preset that fits — typically one of:

If you want to email a specific subset rather than a template-driven cohort, use the Email Selected Reviewers flow under Context-Aware instead: select the rows on the Reviewers page first, then click Notify.

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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)