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:

   Option A - File Upload:

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

Option B - Manual Entry:

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

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.

Managing Invitations

Invitation Status

Track invitation progress through three tabs:

• Active: Reviewers who have accepted and joined the track. Each reviewer shows a status badge:
  • Active (green) — Profile is complete, reviewer is ready for paper assignments
  • Incomplete Profile (amber) — Reviewer accepted the invitation but hasn't logged in to complete their name, affiliation, and other profile fields. Reviewers with incomplete profiles cannot be assigned papers.
• Pending: Invitations sent but not yet responded to
• Declined: Invitations that were declined

Invitation Actions

For Pending Invitations:

• Resend: Send a reminder email
• Cancel: Remove the pending invitation

For Declined Invitations:

• Re-invite: Send a new invitation

For Active Reviewers:

• Remove: Remove reviewer from the track (revokes their access)

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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

The Research Profile column shows 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