Managing Documents & Certificates

Confychair lets you design templates and issue official documents — acceptance letters, certificates of attendance, presenter certificates, reviewer certificates, and ID cards — directly from the organizer dashboard. All documents are QR-verified and downloadable by recipients as PDFs.

Document Types

Type	For
Paper Acceptance Letter	Accepted paper authors
Abstract Acceptance Letter	Authors whose abstract was accepted
Invitation Letter	Authors or participants who need a visa support letter
Certificate of Presenter	Authors presenting a paper
Certificate of Attendance	Registered attendees
Certificate of Reviewer	Reviewers who evaluated papers
Certificate of Committee	Organizing committee members
ID Card	Conference badge / lanyard card

Letters use a rich-text editor with variable interpolation. Certificates and ID Cards use a visual drag-and-drop canvas designer with a custom background image.

Creating a Template

Go to Manage → Settings → Templates and click New Template.

Basic Settings

Field	Description
Name	Internal label (e.g. "Acceptance Letter EN 2026")
Document type	One of the 8 types above
Page size	A4 or US Letter (certificates/letters); ID Card uses CR80 automatically
Orientation	Portrait or Landscape
Active	Toggle on to make the template selectable when issuing; toggle off to draft without publishing

Designing a Letter

For letter types (Invitation, Acceptance Letter), the body is written in a rich-text editor that supports headings, paragraphs, lists, and inline formatting.

Use {{variable}} syntax to insert dynamic content that is resolved per recipient at issue time:

Variable	Resolves to
`{{fullName}}`	Recipient's full name with salutation and suffix
`{{affiliation}}`	Recipient's institution
`{{paperTitle}}`	Title of the accepted paper
`{{authors}}`	All author names
`{{authorAffiliations}}`	All author affiliations
`{{conferenceName}}`	Full conference name
`{{conferenceShortName}}`	Conference short name / acronym
`{{startDate}}` / `{{endDate}}`	Conference dates
`{{city}}`	Conference city
`{{websiteUrl}}`	Conference website URL
`{{date}}`	Issue date (auto-filled at issue time)
`{{documentRef}}`	Unique document reference number

Designing a Certificate or ID Card

Upload a background image (JPG or PNG) — this becomes the base of your certificate design. The image is typically a pre-designed certificate frame exported from a graphic tool.

Use the canvas designer to place text fields and special elements on top of the background:

Available fields (vary by document type):

Field	Description
`fullname`	Recipient's full name
`affiliation`	Recipient's institution
`papertitle`	Paper title (presenter cert only)
`conferencename`	Full conference name
`conferenceshortname`	Acronym / short name
`date`	Issue date
`documentref`	Unique reference number
`role`	Conference role (attendee, reviewer, etc.)
`member_number`	Sequential member number
`photo`	Profile photo (ID card only)
`qr`	QR code linking to public verification page

Styling each field:

Drag to reposition — snapping guides help align fields
Set font family (Inter, Roboto, Playfair Display, Montserrat, Courier Prime, Dancing Script)
Set font size, bold, italic, text color, and alignment
Resize width by dragging the field edge

All positions are stored as percentages — the design scales correctly across different print sizes.

Click Preview to see how the certificate will look with placeholder data before saving.

Issuing Documents

Single Issue

Go to Manage → Documents and click Issue Document.

Select the document type
Select the template (only active templates of that type are shown)
Select the recipient:
- Letters and presenter certificates → select a submission (recipient is the submitting author or corresponding author)
- Presenter certificates → also choose which co-authors receive a copy
- Attendance, reviewer, committee certificates → select a conference member
Click Issue

A unique documentRef is generated automatically (format: 001/ACA/ICAI-2026/2026). The document is stored instantly — no email is sent automatically.

Bulk Issue (Submissions)

From the Manage → Submissions table:

Select the submissions you want to issue documents for (checkboxes)
Click Issue Document in the bulk actions toolbar
Choose type and template
Confirm

Valid types for bulk submission issue: Paper Acceptance Letter, Abstract Acceptance Letter, Invitation Letter, Certificate of Presenter.

Bulk Issue (Members / Attendees)

From Manage → Members:

Select members (checkboxes)
Click Issue Document in the bulk actions toolbar
Choose type and template

Valid types: Certificate of Attendance, Certificate of Committee.

Bulk Issue (Reviewers)

From Manage → Reviewers:

Select reviewers (checkboxes)
Click Issue Certificate in the bulk actions toolbar
Choose template

This issues a Certificate of Reviewer to all selected reviewers.

Managing Issued Documents

Go to Manage → Documents to see all issued documents for your conference.

The table has four tabs: All, Letter, Certificate, ID Card.

Each row shows: document reference, type, recipient name, template used, and issue date.

Revoking a Document

To revoke a single document, use the Actions menu on its row and click Revoke. To revoke multiple documents, select them and use the Revoke bulk action.

Revoked documents are removed from the recipient's document list and the QR verification page shows "Document Not Found".

Exporting

Click Export to download a CSV of all issued documents (or selected rows only). Columns: Reference, Type, Recipient, Template, Issued Date.

How Recipients Access Their Documents

Recipients find their documents at Conferences → [Conference] → Documents in their conference dashboard sidebar. Each document shows as a card with the type, reference number, and a View PDF button.

The PDF is generated on demand from the stored snapshot — no file is pre-rendered or emailed. To notify recipients, send them an email or post an announcement directing them to the Documents section.

Public Document Verification

Every issued document contains a QR code. Scanning it opens a public verification page at confychair.org/documents/[id] showing:

Document type and reference number
Recipient name
Paper title (if applicable)
Conference name and dates
Issue date

No login is required to verify. This lets external parties (journals, employers, visa offices) confirm the document's authenticity.