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. Locate the Submission Management section You'll find the submission settings in a gray panel.

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. Click the Submission Deadline field
3. Select the date and time using the date picker

4. 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: Clear the date field to keep 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.

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

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 settings show "Accepting late submissions" while the late window is active
• Late submissions display a Late badge in the submissions list

To remove the late window: Clear the Late Submission Until date field. Submissions will close at the regular deadline.

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.

Notifications

Configure email notifications for new submissions:

Notify Track Chairs on New Submission - When enabled, all track chairs receive an email notification whenever an author submits a paper to your track. This helps you stay informed about incoming submissions in real-time.