Inviting and Assigning Reviewers
This guide covers the full reviewer lifecycle: inviting people to join your conference as reviewers, understanding how topic expertise and COI work, managing the reviewer list, and assigning reviewers to papers.
1. The Reviewers Page
Go to Conference → Manage → Reviewers to see all reviewers and pending invites.
The page has:
- A PageHeader with an Invite Reviewer button (top right).
- A tab bar with three tabs:
| Tab | What it shows |
|---|---|
| All | All active reviewers plus all pending invites |
| Active | Accepted reviewers only (excludes blocked members) |
| Pending | Invites that have not been accepted yet |
Each tab shows a count pill. Clicking a tab does not reset filters.
2. Inviting Reviewers
Click Invite Reviewer (top right of the Reviewers page). A multi-step invite dialog opens:
Step 1 — Contact details
- Email address (required)
- Salutation, first name, last name, suffix (optional — pre-fills the reviewer's registration form)
- Affiliation (searchable from Indonesian universities, or free text)
Step 2 — Role and expertise
- Role — select from roles that have the
REVIEW_SUBMISSIONSpermission (e.g. "Reviewer", "Senior Reviewer") - Expertise topics — select which conference topics this reviewer covers (multi-select). These are used for reviewer suggestions and auto-assignment.
- COI affiliations — any institutions where the reviewer has a conflict of interest
Step 3 — Confirmation
- Review the invite details and click Send Invite.
The reviewer receives an email invitation. If they already have a Confychair account they can accept immediately; otherwise they register first and are added automatically.
Tip: The more complete the expertise profile at invite time, the better the auto-assignment suggestions will be. You can also edit expertise later from the reviewer's detail sheet.
3. Reviewer Table Columns
| Column | Description |
|---|---|
| # | Sequential reviewer number within this conference |
| Name | Full name with avatar (or email icon for pending invites). Click to open the detail/edit sheet. |
| Affiliation | Institution from registration data |
| Role | Conference role name (hidden by default — toggle via column visibility) |
| Assignments | Number of papers currently assigned to this reviewer |
| Expertise | Topic count badge. Hover to see all topic names. |
| COI | Affiliation count badge. Hover to see all COI affiliations. |
| Status | Active / Pending (with expiry date) / Expired / Blocked |
| Joined | Date the invite was created (hidden by default) |
Toolbar Filters
- Role dropdown — filter by a specific reviewer role (only roles with
REVIEW_SUBMISSIONSare shown) - Expertise multi-select popover — filter by topic area
- No Expertise toggle button — highlights reviewers who have not declared any expertise (count shown as a destructive badge)
- Clear ghost button — resets all filters
Search
Search by name, email, affiliation, role name, or expertise topic. For active reviewers, also searches by reviewer number.
4. Managing a Pending Invite
Click a pending invite row (or its name cell) to open the Pending Invite sheet:
- View the invite details (email, prefilled name, expertise, COI, role).
- Edit role and expertise before the invite is accepted.
- Regenerate invite link — from the row's Actions menu (three dots). The new link is copied to your clipboard. Use this if the original link expired.
- Revoke invite — from the Actions menu. Cancels the invite permanently.
Invite expiry is shown in the Status column. Expired invites show in red; invites expiring within 3 days show in orange.
5. Managing an Active Reviewer
Click a reviewer's name cell to open the Edit Reviewer sheet:
- Edit their expertise topics and COI affiliations.
- View their registration data (name, email, affiliation as submitted).
- Remove from conference — revokes their access. Their submitted reviews are preserved.
From the row's Actions menu (three dots):
- Edit Expertise — opens the same edit sheet
- Remove Reviewer — with confirmation dialog
Note: You cannot remove yourself (the current logged-in user) from the table — the Actions menu is hidden for your own row.
6. Assigning Reviewers to Submissions
Assignment is managed from the review process workflow — see Managing the Review Process for the full guide covering manual assignment, bulk assignment, auto-assign configuration, and COI detection during assignment.
7. Conflict of Interest (COI) Profiles
A conflict of interest exists when a reviewer has a personal or professional connection to an author that could bias their review. COI is declared at the reviewer profile level and surfaced automatically during assignment.
Setting up COI affiliations:
- COI affiliations are added at invite time (Step 2) or edited later from the reviewer's detail sheet.
- They are institution names (e.g. "Universitas Indonesia"). Add any institution where the reviewer has a close personal or professional relationship with staff who may be submitting papers.
Viewing COI in the reviewers table:
- The COI column shows a badge with the count of declared COI affiliations. Hover to see the full list.
- Reviewers with no expertise topics declared are flagged with a destructive badge — use the No Expertise toggle filter to find them and prompt them to update their profile.
Tip: The more complete a reviewer's expertise and COI profile, the more accurate the auto-assignment suggestions will be. Encourage reviewers to update their profiles before the assignment phase begins.
8. Issuing Reviewer Certificates
If your conference has document templates configured, you can issue reviewer certificates in bulk:
- In the Reviewers table, select the reviewers you want to certify (checkboxes).
- The bulk action bar appears at the bottom.
- Click Issue Certificate (N).
- The Bulk Issue Certificate dialog opens — select the template and confirm.
This generates and sends a certificate document to each selected reviewer.