Conference management modules

Organizing team

Conference setup

Create the conference and publish the information participants need.

What you can do

• Set dates, venue, topics and deadlines
• Configure tracks and workflow requirements
• Publish the call for papers, speakers and important dates

Result: A public conference website and a configured organizer workspace.

Authors & editors

Paper submissions

Collect papers and keep every author, file and revision attached to the right submission.

What you can do

• Submit paper metadata and ordered author details
• Upload permitted file formats and new versions
• Track revisions, withdrawals and submission history

Result: A submission record with private files, deadlines and current status.

Reviewers, track chairs & editors

Peer review

Assign reviewers, collect evaluations and record editorial decisions.

What you can do

• Create review rounds, forms and deadlines
• Check conflicts of interest before approving assignments
• Release author comments at the configured stage

Result: Completed reviews and a recorded acceptance, revision or rejection decision.

Participants & finance team

Registration & payments

Register participants, track what they owe and reconcile what they have paid.

What you can do

• Configure fee rules and promo codes
• Track bank transfers, payment links and configured PayTR payments
• Manage allocations, refunds and per-currency cash books

Result: Registration records, payment balances and financial reports.

Online payments require an enabled provider and valid conference-specific configuration.

Authors & publication team

Publication preparation

Collect final papers and track the checks required before publication.

What you can do

• Keep camera-ready versions and original filenames
• Check technical PDF requirements and review findings
• Record copyright evidence and publisher validation references

Result: Version-linked compliance findings and copyright status.

Semantic template requirements need manual review. IEEE workflows use external/manual/import options unless a supported native adapter is configured.

Program chairs, speakers & attendees

Scientific program

Turn accepted presentations into a conference schedule.

What you can do

• Create days, rooms, sessions and time slots
• Check speaker, chair, room and eligibility conflicts
• Publish a timezone-aware program and calendar export

Result: A public agenda with sessions, speakers and presentation times.

Organizing team & participants

Communication tools

Send the right information to the right conference participants.

What you can do

• Select recipient groups and preview messages
• Schedule system notifications and track delivery status
• Assign internal tasks and offer opt-in notifications

Result: Targeted messages, delivery records and assigned follow-up work.

System email and web push require configured delivery. Optional announcements are sent only to eligible users with consent.

Chairs, organizers & finance team

Dashboards & reports

See conference progress and export the records your team needs.

What you can do

• Monitor submissions, review completion and registration
• Compare acceptance, country and topic distributions
• Export permission-controlled CSV and Excel reports

Result: Live conference metrics and downloadable reports.

Authors, reviewers, chairs & administrators

Role-based portals

Give each person a workspace for their conference responsibilities.

What you can do

• Let authors track papers, revisions and released feedback
• Let reviewers access assigned papers and evaluation forms
• Assign conference-scoped team roles and permissions

Result: Separate, permission-controlled author, reviewer and organizer experiences.

Organizers, approvers & participants

Certificates & badges

Issue participation certificates and attendee badges with verifiable QR codes.

What you can do

• Create certificate and badge templates with named placeholders
• Request up to 25 documents at once and approve PDF generation
• Download issued PDFs, revoke or supersede documents and record badge check-in

Result: Private downloadable PDFs, versioned issuance records and QR verification.

An authorized approver checks eligibility before issuance. Public verification is available while the conference is publicly published.

Registered participants & logistics team

Accommodation & logistics

Coordinate conference hotel allotments and transfer departures.

What you can do

• Define room capacity by night and seats per departure
• Request rooms or transfers against a conference registration
• Confirm, cancel and track reservations with capacity checks

Result: Organizer-managed reservations, quoted costs and an operational arrival list.

Hotel and transport confirmation is handled by the organizer. This module does not book external providers or treat quotes as collected payments.

Administrators & account holders

Security & audit trail

Protect conference data and keep a record of sensitive actions.

What you can do

• Use verified accounts, dynamic login codes and session controls
• Restrict files, reports and financial access by conference and permission
• Review security events and audited administrative changes

Result: Controlled access, private records and traceable operational decisions.