Invite Track Chairs

As a track chair, you can invite other colleagues to help manage your track. Co-track chairs have equal access to track management functions.

Accessing Track Chair Management

1. Navigate to Your Track:

   • Go to your conference dashboard
   • Click on your assigned track name

2. Access Chair Management:

   • In the Track Management section, click "Manage Track"

• In Track Management page, click "Track Chairs"

Adding Track Chairs

1. Click the "Invite Track Chair" button.

2. Search for the user by typing their name or email address in the search box.
3. Select the correct user from the search results.
   • If the person is not an existing PaperFox user, they will receive an invitation email. Upon accepting, they will be automatically registered and added as a Track Chair.

4. Confirm by clicking “Add.”

Once confirmed, the user immediately gains Track Chair access.

Move a Track Chair to Another Track

If you invited your track chairs before creating your tracks, they were all added to your initial track. You can reassign any active chair to a different track — with no new invitation, no email, and no re-acceptance.

1. On the Track Chairs page, find the chair you want to reassign.
2. In the Actions column, click the Move to another track icon.

3. In the dialog, choose the destination track under Move to.
4. Click "Move Chair".

The chair is removed from the current track and added to the selected one right away.

Good to know:

• The Move icon only appears when the conference has more than one track.
• You need to manage both the current and destination track to move a chair between them. Conference chairs can move a chair to any track.

Track Chair Permissions

Co-Track Chair Capabilities:

• Track Management: Full access to track settings and configuration
• Submission Oversight: View and manage all track submissions
• Reviewer Management: Invite and manage track reviewers
• Review Assignment: Assign papers to reviewers
• Decision Making: Make final accept/reject decisions
• Form Configuration: Set up submission and review forms

Important Notes:

• All track chairs have equal permissions for the track
• Track chairs cannot access other tracks (unless separately assigned)
• Track chairs cannot invite conference chairs
• Limited to track-specific operations only

Managing Invitations

View invitation status:

• Pending: Invitation sent, awaiting response
• Accepted: Person joined as track chair
• Declined: Invitation was declined

Invitation actions:

• Resend: Send invitation again if not responded
• Cancel: Cancel pending invitation
• Move: Reassign an active chair to another track (see Move a Track Chair to Another Track)
• Remove: Remove existing track chair

Invitation Process for Recipients

What invited users receive:

1. Email invitation with track details
2. Link to accept or decline invitation
3. Instructions to create PaperFox account (if needed)
4. Access to track management upon acceptance

Invitation timeline:

• Invitees can accept or decline anytime — there is no automatic expiry
• Immediate access upon acceptance
• Email confirmation sent to both parties