Invite Reviewers

Accessing Reviewer Management

Navigate to your track's reviewer management page:

1. From your Dashboard, select the conference and click "Manage Track"
2. Click "Reviewers" in the track navigation menu

Inviting Reviewers

Method 1: Add Individual Reviewer

Use this to invite a single reviewer:

1. Click "Add Reviewer" button

2. Search by name, email, or affiliation
3. For existing users: Select from search results and click "Invite"
4. For new users: Enter their email address - they'll receive an invitation to create an account

Method 2: Bulk Invite

For inviting multiple reviewers at once:

1. Click "Bulk Invite" button

2. Choose your input method from the two tabs:

Upload / Manual

File Upload:

• Drag and drop a CSV or Excel file containing email addresses
• The system automatically extracts all valid email addresses from any column

Manual Entry:

• Click "or enter emails manually"
• Type or paste email addresses, one per line

From Authors

Invite paper authors directly as reviewers — useful when authors in your track have relevant expertise.

1. Click the "From Authors" tab
2. The system lists all authors from non-withdrawn submissions in the track, showing their name, email, and affiliation
3. Use the dropdown to filter by All Authors or Corresponding Authors Only
4. Use the search box to find specific authors by name, email, or affiliation
5. Authors who are already reviewers or have pending invitations are shown as disabled with a badge
6. Select authors using the checkboxes, or click "Select all available" to select everyone who can be invited
7. Click "Continue with N Authors" to proceed to the preview

Sending Invitations

3. Review the extracted emails in the preview

4. Click "Send Invitations" to send all invites

New users will enter their name when they accept the invitation.

The Reviewer List

The reviewer list is organized into three tabs that track each invitation's progress:

• Active — Reviewers who have accepted and joined the track
• Pending — Invitations sent but not yet responded to
• Declined — Invitations that were declined

Customizing Columns

The Active tab shows Name, Email, Affiliation, Last Access, and Actions by default. Three additional columns can be toggled on via the Columns dropdown next to the Search input:

• Status — Shows Active (green) when a reviewer's profile is complete, or Incomplete Profile (amber) when they've accepted but haven't logged in to fill out their name, affiliation, and other profile fields. Reviewers with incomplete profiles cannot be assigned papers. The amber notification banner at the top of the Active tab surfaces this same information.
• Source — Shows how each reviewer was added to the track (see next section)
• Research Profile — Shows whether each reviewer has completed their AI-discovered research profile (see Research Profiles & Paper Matching)

Your column choices are remembered per role (reviewers, associate editors, senior editors), so each list keeps its own preferences across sessions.

Reviewer Source

When the Source column is enabled, it shows how each reviewer was added to the track — useful for auditing your reviewer pool and distinguishing delegated sub-reviewers from your core committee.

Click the Source column header to sort reviewers by source. You can also export the full reviewer list (including Source) as CSV or JSON via the Export button.

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Managing Reviewers & Invitations

Each row in the reviewer list has an action button in the Actions column. Available actions depend on the tab:

Removing Active Reviewers

When you click Remove on an active reviewer, whether the removal succeeds depends on their review assignments:

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Research Profiles & Paper Matching

When you invite a reviewer, PaperFox automatically runs AI Profile Discovery — it searches the web for their publications and extracts expertise keywords. These keywords are used by Auto Assign Reviewers to match reviewers with relevant papers.

Each reviewer's profile combines three types of keywords:

• System Keywords — Auto-extracted from papers they've submitted in PaperFox
• AI-Discovered Tags — Found via web search of their recent publications
• User Expertise Tags — Added manually by the reviewer

Checking Profile Status

Enable the Research Profile column via the Columns dropdown (see Customizing Columns) to see whether each reviewer has completed their profile.

Profile icons indicate:

• Green check — Reviewer has a complete profile with expertise tags
• Gray icon — Reviewer hasn't completed their profile yet

Click the profile icon to view details or send a reminder.

Viewing Reviewer Profiles

Click a reviewer's profile icon to see their expertise tags, research links, and publications summary.

Sending Profile Reminders

When reviewers have incomplete profiles or missing research profiles, notification banners appear at the top of the Active tab:

• Amber banner — Shows the count of reviewers with incomplete basic profiles (haven't logged in to set their name/affiliation). Click "Send Reminders" to open the notification composer with the Complete Profile Reminder template pre-selected.
• Blue banner — Shows the count of reviewers without research profiles. Click "Send Reminders" to open the notification composer with the Research Profile Reminder template pre-selected.

Both buttons open the notification composer where you can preview and customize the email before sending.

You can also send individual reminders by clicking a reviewer's profile icon:

• Remind This Reviewer — Send an email to just this reviewer
• Remind All — Send emails to all reviewers without profiles