Knowledge Base

Review(er) Emails


Frequently Asked Questions

#1 How to Invite Reviewers (Sending the 1st email invitation)?

NOTE: If you used the Assign to All for the reviewer assignments. The Invitation to Review or Reminder Email function will NOT work. You will need to use the Email/Download > Reviewer > use Report #2 All Submission Reviewers to send your emails. Click here to view FAQ.

  1. Click Dashboard
  2. Select your Speaker Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Located on the right side of the window, click Email beside ‘All Reviewers - Invitation to Review
  5. Update your Email subject and body of the message.
  6. Click Preview Email
  7. Scroll to the bottom, you have two options available to Send Email Now OR Schedule Email
    • Send Email Now - click to send the email immediately
    • Schedule Email - click the calendar icon located at the end of the Send Later field, select date and time for your email to send, click Schedule Email button


#2 How to send an email to ALL Reviewers to remind them of the approaching review completion deadline?

Admin Dashboard > Submission Module > Email/Download > Reviewer Tab > #1 (All Submission Reviewers) > Email

TIPS: Compose the email, and use the integrated [hotkeys] to customize the email. You may also schedule the email to send on a specific date and time. 

  1. From the Admin Dashboard, select your Speaker Module
  2. Click Email/Download
  3. Select Go to Email/Download
  4. Click Reviewers tab
  5. Click Go for #2 All Submission Reviewers (If using Paper Review, select All Paper Reviewers)
  6. Click Send Email
  7. Update the Subject and body of the email message
  8. Click Preview Email button
  9. Scroll to the bottom, there are two options available to Send Email Now OR Schedule Email
    • Send Email Now - click to send the email immediately
    • Schedule Email - click the calendar icon located at the end of the Send Later field, select date and time for the email to send, click Schedule Email button

#3 How to Send an Email to Reviewers who have Incomplete Reviews (Reminder email)?

NOTE: If you used the Assign to All for the reviewer assignments. The Invitation to Review or Reminder Email function will NOT work. You will need to use the Email/Download > Reviewer > use Report #2 All Submission Reviewers to send your emails. Click here to view FAQ.

  1. Click Dashboard
  2. Select your Speaker Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Located on the right side of the window, click Email beside ‘All Incomplete Reviewers’ or All Paper Reviewers if using Paper Reviews
  5. Update Email subject and body of the message.
  6. Click Preview Email
  7. Scroll to the bottom, you have two options available to Send Email Now OR Schedule Email
    • Send Email Now - click to send the email immediately
    • Schedule Email - click the calendar icon located at the end of the Send Later field, select date and time for your email to send, click Schedule Email button


#4 How to include a reviewer's comments in the email to the Author?

When building the review form:

  1. Add a new field for 'Reviewer Comments'
  2. Set Display to Author to Yes.

Then edit the Final Status email to include the Hot Key [ReviewerComments] in the body of the email message:

  1. From the Admin Dashboard, select the Speaker Module
  2. Click Review button (if using Paper review, click Review Papers in left side menu)
  3. Click Final Status located in the horizontal menu,
  4. Select Manage Status
  5. Click the radio button for a Final Status
  6. Update the body of the message to include the [ReviewerComments] hot key
  7. Click Update Status OR Click Update and Preview (a sample email will be sent)

#5 How to email a new Reviewer who was added afterward the initial reviewer assignments?

  1. After you have assigned the reviews to the Reviewer
  2. Click the Email icon next to the Reviewer's Name to send the Invitation to Review email


#6 How to edit the Reviewer Invitation / Reminder emails?

  1. Click Dashboard
  2. Select Speaker Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. Click Settings in horizontal menu
  5. Update the Submission Reviewer Email / Reviewer Reminder Email
  6. Scroll down and click Update to save changes

#7 How to find the URL that reviewers will log in to?

  1. Click Dashboard
  2. Select Speaker Module
  3. Click Review button (if using Paper review, click Review Papers in left side menu)
  4. In the Submission Review Overview screen, locate the URL beside Reviewer Login Screen
    • This is the url that Reviewers will log in to review submissions


#8 Other Email / Download help references

List of other sections with Email help

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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