Manage Submission Deadline

1. Log in to your PaperFox account and go to your dashboard
2. Click the conference you want to manage
3. Navigate to your track management page

4. In the Submission Management section, click "Submission Settings" to expand the settings — the collapsed row shows a one-line summary of the current status and deadline

Enable or Disable Submissions

Use the Accept Submissions toggle to control whether authors can submit papers to your track:

• Toggle ON - Authors can access the submission form and submit papers
• Toggle OFF - The submission form becomes unavailable to authors

Changes save automatically when you toggle the switch.

You can also click "Open submission page" to preview the submission form as authors see it (opens in a new tab).

Set Submission Deadline

Configure when submissions close for your track:

1. Ensure Accept Submissions is toggled ON
2. Enter a date in the Submission Deadline field or click the calendar icon to pick a date

3. Choose your Timezone from the dropdown menu
   • Default timezone is AOE (Anywhere on Earth)
   • Other options include UTC, EST, PST, GMT, and more

All settings save automatically as you make changes.

To remove a deadline: Click the X button inside the date field to clear it. This keeps submissions open indefinitely (until you manually disable them).

Late Submission Window

You can optionally allow late submissions after the deadline. This keeps the system open for a grace period — any submissions made after the deadline but before the late cutoff are accepted but marked as Late.

The Late Submission Until field is always visible next to the submission deadline. It is disabled until you set a submission deadline first.

1. Set a Submission Deadline first (the late submission field becomes enabled once a deadline is set)
2. In the Late Submission Until field, enter the date when the system should fully close
3. The late deadline shares the same timezone as the submission deadline

To remove the late window: Click the X button inside the Late Submission Until date field to clear it.

How it works:

What authors see:

• Authors are shown a warning banner on the submission page: "The submission deadline has passed. You may still submit, but your submission will be marked as late."
• The public conference page only displays the regular deadline — the late cutoff is not shown to authors

What chairs see:

• The track's Submission Settings show "Accepting late submissions" while the late window is active
• Late submissions display a Late badge in the submissions list

Submission Status

The system automatically updates the submission status based on your settings:

• Authors can submit papers to this track - Submissions are enabled and the deadline has not passed
• Accepting late submissions - The deadline has passed but the late submission window is still open
• Submissions closed - deadline has passed - The deadline (and late cutoff, if set) has passed

Once a deadline passes (and no late window is configured), the submission form automatically closes even if the toggle remains ON. To extend the submission period, you can either edit the deadline or set a late submission window.

Late Submission Link

Sometimes you need to let one specific author submit after your track has closed — without reopening the deadline for everyone. The Late Submission Link is a private link you share with that author: anyone signed in who opens it can submit to this track, even when submissions are otherwise closed.

This is different from the Late Submission Window above. The late window is a time-based grace period that applies to everyone until a cutoff date. The late link is a manual override you hand to individuals, and it works even when the track is fully closed — deadline passed and Accept Submissions off.

1. Under Submission Settings, turn on the Late Submission Link toggle
2. A private link appears — click "Copy", then send it to the author who needs to submit

Revoke or rotate a link: Click "Regenerate" to mint a new link and immediately invalidate the one you shared earlier. Turn the toggle OFF to disable the link entirely once the late window is over.

What authors see: An author who opens the link gets the submission form with an amber banner — "The submission deadline has passed. You're submitting through a late-submission link from the organizers. Your submission will be marked as late." — and their paper still gets the Late badge in your submissions list.

Notifications

Configure email notifications for new submissions:

Notify on New Submission - When enabled, all track chairs receive an email notification whenever an author submits a paper to your track. This toggle sits inside the track's Submission Settings.