Being able to get in touch with everyone involved in a conference is important. You might want to contact all track chairs with a timetable for reviewing, or send review assignment instructions to the TPC, or remind reviewers of the upcoming deadline. All of these things are easy with TrackChair.
Group and Individual Emails
As a conference organizer, you can prepare and preview emails to any group of people: other managers, your track chairs, all TPC members, or current reviewers. Track chairs can similarly contact other chairs, or their track's TPC and reviewers. You can even contact reviewers with unfinished reviews, so that you don't disturb those reviewers who have already completed their work.
It's also easy to email people individually. Anywhere you see someone's name in TrackChair, you can click on it to visit their profile page. From there you can prepare and send an email message to them by filling out a web form. For privacy and spam protection reasons, TrackChair does not reveal its users email addresses.
Most importantly, TrackChair email is reliable. Some other conference management systems can leave you in the lurch when sending messages to many people, even crashing when a large number of messages are sent. TrackChair ensures that your email is sent, no matter what. It also lets you follow the progress of messages being delivered; see the video below for an example of this.
Contacting Authors
At some point during your conference, you will want to contact the authors of selected papers. This is achieved using TrackChair's paper set feature, which is described on the Export Data page. A paper set allows you to collect many papers together, and perform an action on all of them at once.
For example, you may want to contact authors of accepted papers to let them know what to do next. Click on the screenshot below to view a video demonstration of sending acceptance notifications, and read the description below for more detail.
From the conference dashboard page, we click on the number of accepted papers to bring up a search result for their details. From there, a new set is created with all 114 accepted papers in it.
Next, the email option is selected. We fill in a subject line and a short message, and click on the preview button to view an example email. Here you can see that TrackChair tailors each message for every paper, letting the author click on the link to visit their paper page. Satisfied with the preview, we save the email.
The next page again shows a preview of the message, and allows you to delete the message if you notice a mistake. Alternatively, you can click the send button to start the delivery process, which may take some time.
Here, the email takes only a few seconds to send. However, sending emails to hundreds of authors can sometimes take a few minutes, so TrackChair displays a live email progress bar to let you know how delivery is progressing. Emails are sent in the background, so you can also safely navigate away from this page and continue to use TrackChair, and the email will continue to be sent.
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