Conference Settings

All conference settings live under Manage → Settings in the conference sidebar. Every tab requires the Manage Settings permission. This guide covers all 12 settings tabs.

General

Configure your conference's identity, dates, and location.

Identity

Field	Notes
Full title	Official conference name shown on public pages and listings
Short name	2–20 character compact identifier shown in tables, badges, and document references
Logo	Shown in the conference header and public pages. Auto-saved on upload
Dark mode logo	Optional variant for dark mode. Falls back to main logo if empty. Auto-saved
Primary color	Brand color used for buttons, links, and highlights on this conference's pages
Slug	Read-only. The URL slug is immutable after creation — changing it would break all existing links
Description	Up to 500 characters. Shown on the public page and in the conference directory

Dates & Deadlines

Field	Notes
Timezone	All deadlines are interpreted in this timezone. Set this before entering any other dates
Start date / End date	Conference event dates (date only, no time)
Review deadline	Internal deadline for reviewers to submit reviews
Notification date	Date when authors are notified of acceptance decisions

Submission deadlines (abstract and full paper) are configured in the Submission tab.

Format & Location

Field	Notes
Delivery mode	Online, On-site, or Hybrid. Venue fields appear for On-site and Hybrid
Conference website	External conference website URL
Public contact email	Email displayed to participants for general inquiries
Venue name	Building or hall name (On-site / Hybrid only)
City	Conference city (On-site / Hybrid only)
Country	Country (On-site / Hybrid only)

Public Page

Control what the public sees on your conference landing page.

Publication Status

Status	Meaning
Draft	Not visible to the public
Unlisted	Accessible via direct URL but hidden from the global conference directory
Published	Fully public and listed in the conference directory
Archived	Conference is over — page remains visible but no new activity is accepted

Use the Publish button to advance through the statuses in order.

Tip: Set to Unlisted first and share the URL with a colleague to review the page before going fully public.

Page Content

A rich-text block editor (BlockNote) for the conference's public landing page. Use this for scope and goals, author instructions, formatting requirements, important dates, and links to paper templates.

Submission

Configure the submission workflow, deadlines, file format, and abstract requirements.

Submission Requirements

Require abstract before full paper — when enabled, authors submit an abstract first. After abstract review, accepted authors then upload the full paper. Off by default (one-stage).

Additional Materials — extra files or links authors must provide alongside the manuscript:

Preset	Type	Default
Presentation Video	Link (URL)	Off
Poster	File (PDF, PNG, JPG)	Off
Slides	File (PDF, PPTX)	Off
Supplementary Files	File (any format)	Off

Each preset has a Required / Optional toggle. Click Add Custom Material to add materials with a custom label and file or link type.

Paper File Format

PDF only — authors submit a PDF. Recommended for consistent rendering during review.
DOCX (auto-converted to PDF) — authors upload a Word file; Confychair converts it to PDF for reviewers.

Submission Deadlines

Field	Notes
Abstract deadline	Only shown to authors when abstract-first mode is enabled
Submission deadline	Once this passes, the submission form closes automatically. Leave empty for no deadline
Force Open for Submissions	Overrides the deadline — authors can submit regardless. Use to extend submissions without changing the deadline date

Abstract

Abstract word limit — enforced in the submission form's abstract field. Range: 50–2000 words. Default: 500.

Topics

Topics are the subject areas authors tag their submissions with. Reviewers also use them to declare expertise, which drives reviewer suggestions and auto-assignment scoring.

Click Add Topic to create a new topic. Hover a topic to edit its name or delete it.

Topics with existing submissions cannot be deleted — the count of tagged submissions is shown as a warning.

Recommended count: 8–15 topics. Too few creates broad, unhelpful groupings; too many creates sparse ones.

Roles

Roles define what members can do inside your conference. Confychair seeds four default roles when a conference is created (Organizer, Reviewer, Author, Co-Organizer), but you can rename, edit, or create custom roles freely.

Click Add Role or click an existing role to edit it.

Role Fields

Field	Notes
Name	Free text, up to 50 characters (e.g. "Track Chair", "External Reviewer", "Ketua Panitia")
Default role	If enabled, this role is automatically assigned to anyone who self-registers via the public registration page

Permissions

Select one or more permissions to assign to the role:

Administration

Permission	Grants access to
`MANAGE_SETTINGS`	All settings tabs — general, submission, roles, templates, etc.
`MANAGE_MEMBERS`	Invite, approve, reject, block, and remove conference members
`MANAGE_PAYMENTS`	Create, send, and manage invoices
`MANAGE_SUBMISSIONS`	Accept, reject, request revisions, and manage all submission records
`ASSIGN_REVIEWERS`	Assign reviewers, run auto-assign, publish reviews, start new review rounds
`VIEW_ALL_SUBMISSIONS`	View all submissions regardless of assignment scope

Review

Permission	Grants access to
`REVIEW_SUBMISSIONS`	Access the review form and submit scores and comments for assigned papers

Author

Permission	Grants access to
`SUBMIT_PAPERS`	Submit and edit papers in this conference

Other

Permission	Grants access to
`MANAGE_CHATS`	Access and moderate the live chat (if enabled)
`USE_AI`	Use the AI assistant chat widget
`VIEW_PROGRAM`	View the conference program (public by default)
`VIEW_GALLERY`	View the conference gallery

Roles with existing members cannot be deleted. Reassign members to another role first.

Registration

Configure how public registration works — open/close toggle, deadline, terms, and custom form fields.

See Managing Registrations for the full guide.

Packages

Registration packages define what people can sign up for (Attendee or Presenter) and at what price, including early bird pricing, capacity limits, and approval requirements.

See Managing Registrations — Registration Packages for the full guide.

Add-ons

Add-ons are optional purchasable items participants can add to their registration — gala dinner tickets, workshop seats, printed proceedings, etc.

Click Add Add-on to create one.

Field	Notes
Name	Displayed on the registration form (e.g. "Gala Dinner Ticket")
Description	Details shown to registrants. Optional
Currency	IDR, USD, or EUR
Price	Set to 0 for free
Stock	Maximum quantity available. Leave empty for unlimited
Active	Uncheck to hide the add-on from the public registration page without deleting it

Active add-ons appear as optional selections on the registration form after the package step.

Payment

Configure bank accounts for manual transfer and set platform fee options.

See Managing Invoices — Payment Settings for the full guide.

Review

Configure blind type, reviews per paper, reviewer attachment, and the review form criteria.

See Managing the Review Process — Review Settings for the full guide.

Document Templates

Create and manage templates for acceptance letters, certificates, and ID cards.

See Managing Documents & Certificates — Creating a Template for the full guide.

AI

AI Enabled — toggle to enable or disable the AI assistant chat widget for this conference. When enabled, members with the USE_AI permission can use the AI chat, which is scoped to data they are permitted to see (organizers see all data, reviewers see only assigned submissions, authors see only their own).

AI requires an API key to be configured at the organization level. If no key is configured, the toggle is disabled with a warning.