---
title: Sending a call for papers
description: "To send out your call for papers you will use our Communication hub. To complete the process you can:   In the bottom left corner of your Submission overview card you will see prompt that says Send Ca"
---

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1. [Knowledge Base - Support Documentation for Ex Ordo](https://help.exordo.com/?hsLang=en)
2. [Site Administrators](https://help.exordo.com/site-administrators?hsLang=en)
3. [Communication hub: Sending messages through Ex Ordo](https://help.exordo.com/site-administrators?hsLang=en#communication-hub-sending-messages-through-ex-ordo)

# Sending a call for papers

To send out your call for papers you will use our **Communication** hub. To complete the process you can:

- Use prompt from the **Submission Overview** card
- Send out call for papers directly from the **Communication hub**

#### Issuing call for papers by following prompt from the card

#### Step 1: Select Call For Papers

In the bottom left corner of your Submission overview card you will see prompt that says **Send Call for Papers** - click on it to be taken to the Communication hub. There, you can build your list of addresses and customise the text of your call for papers:

![Screenshot 2025-11-13 at 17.39.18](https://help.exordo.com/hs-fs/hubfs/Screenshot%202025-11-13%20at%2017.39.18.png?width=670&height=491&name=Screenshot%202025-11-13%20at%2017.39.18.png)

#### Step 2: Build your list of emails

Here you can enter the email addresses that the call for papers will be sent to. Just type in or copy and paste the email addresses and click **Start Import** for the system to recognise them and update your number of recipients. Each email address should have its own line.

If you already sent one call for papers and you have a new group of recipients to add you can also filter by Only New Recipients.

![Screenshot 2025-02-20 at 15.13.45](https://help.exordo.com/hs-fs/hubfs/Screenshot%202025-02-20%20at%2015.13.45.png?width=670&height=580&name=Screenshot%202025-02-20%20at%2015.13.45.png)

When you have added all of email addresses that you wish to send your call for papers to, you can then click on the green 'Next' button to head on to the next step, writing up the text of the call for papers.

#### Step 3: Compose and check settings

Here, you can enter the title of your call for papers into the 'Subject Line' field shown. 

You should edit the text of your call for papers as it will be seen by the people whose emails you entered in the previous step. You can also avail of tools such as bold, italics and underline amongst other text editor tools.

 

If you have a file which you would like to attach to your email (eg, a pdf leaflet with further information), you can 'Click or drop to upload a file' at the bottom of the page which will allow you to upload and attach your file so that each person who receives your call for papers will also receive this attachment.

![](https://help.exordo.com/hubfs/Knowledge%20Base%20Import/d33v4339jhl8k0.cloudfront.netdocsassets551a7cfee4b06103140212e5images5c94f0c32c7d3a15446139ebfile-3VUIGjAvp7.png)

 

Scroll down to the bottom of this page to check the settings, as below:

![](https://help.exordo.com/hubfs/Knowledge%20Base%20Import/d33v4339jhl8k0.cloudfront.netdocsassets551a7cfee4b06103140212e5images5c94f1400428633d2cf3f0bbfile-VuFx4AS78p.png)

 

This page allows you to set who should appear to be the sender. As a default system will show your conference short name. You can also set the email address to which any replies will be sent.When happy with the settings select 'Next' to move to the next step.

#### **Step 4: Preview**

In this step you can see preview of your email. Take the time to check your email for grammar and content errors. We recommend that you send a preview to your own email or to other conference admins to check that you are satisfied with it before you send it to your list.

 

![](https://help.exordo.com/hubfs/Knowledge%20Base%20Import/d33v4339jhl8k0.cloudfront.netdocsassets551a7cfee4b06103140212e5images5c94f1aa0428633d2cf3f0c2file-nZb1dIKiol.png)

 

If you are happy with the content, select Next to move to the final step.

#### Step 5: Send Email

In this final step hit 'Send Email'. It will be sent to all recipients you added in the Step 2. If you're not ready, don't worry. You can navigate away and it will be saved as a draft for you to access again.

 

![](https://help.exordo.com/hubfs/Knowledge%20Base%20Import/d33v4339jhl8k0.cloudfront.netdocsassets551a7cfee4b06103140212e5images5c94f1cf0428633d2cf3f0c7file-Eb9PBBNfrr.png)

 

### Issuing a call for papers directly from the Communication hub

When your submissions are closed and submission date has passed 'Send Call for Papers' prompt on the Submission overview card won't be visible anymore. Don't worry, you can still use Call for papers option to target all recipients from your mailing list.  

#### Step 1: Click on Communication hub

In the top menu on the dashboard select Communication and then **New Message** to see the options. 

 

![](https://help.exordo.com/hubfs/Knowledge%20Base%20Import/d33v4339jhl8k0.cloudfront.netdocsassets551a7cfee4b06103140212e5images5acf86aa2c7d3a0e9367433ffile-7fSNXOdgfj.png)

#### Step 2: Select Call for Papers

Here you can select the group of people involved with your conference that you would like to target. If you are emailing everyone in your conference mailing list select **Call for Papers** and click **Next**:

 

![](https://help.exordo.com/hubfs/Knowledge%20Base%20Import/d33v4339jhl8k0.cloudfront.netdocsassets551a7cfee4b06103140212e5images5c94f2130428633d2cf3f0ccfile-hURpr74QGp.png)

 

 

The rest of the steps are the same as explained above in the '**Issuing call for papers by following prompt from the card'** section.

- [Site Administrators](https://help.exordo.com/site-administrators?hsLang=en#main-content)

    - [Conference hub - getting started and managing site settings](https://help.exordo.com/site-administrators?hsLang=en#conference-hub-getting-started-and-managing-site-settings)
    - [Exports and Reports](https://help.exordo.com/site-administrators?hsLang=en#exports-and-reports)
    - [Submissions](https://help.exordo.com/site-administrators?hsLang=en#submissions)
    - [Configuring your review settings](https://help.exordo.com/site-administrators?hsLang=en#configuring-your-review-settings)
    - [Adding and managing your list of reviewers](https://help.exordo.com/site-administrators?hsLang=en#adding-and-managing-your-list-of-reviewers)
    - [Allocating and Opening the Review](https://help.exordo.com/site-administrators?hsLang=en#allocating-and-opening-the-review)
    - [Managing the Review](https://help.exordo.com/site-administrators?hsLang=en#managing-the-review)
    - [Making decisions, notifying authors and collecting RSVPs](https://help.exordo.com/site-administrators?hsLang=en#making-decisions-notifying-authors-and-collecting-rsvps)
    - [Collecting new/edited content and copyrights from accepted authors](https://help.exordo.com/site-administrators?hsLang=en#collecting-new-edited-content-and-copyrights-from-accepted-authors)
    - [Programme hub: Creating your schedule](https://help.exordo.com/site-administrators?hsLang=en#programme-hub-creating-your-schedule)
    - [Ex Ordo Virtual](https://help.exordo.com/site-administrators?hsLang=en#ex-ordo-virtual)
    - [Panels](https://help.exordo.com/site-administrators?hsLang=en#panels)
    - [Registration](https://help.exordo.com/site-administrators?hsLang=en#registration)
    - [Book of Proceedings](https://help.exordo.com/site-administrators?hsLang=en#book-of-proceedings)
    - [Ex Ordo Mobile](https://help.exordo.com/site-administrators?hsLang=en#ex-ordo-mobile)
    - [Communication hub: Sending messages through Ex Ordo](https://help.exordo.com/site-administrators?hsLang=en#communication-hub-sending-messages-through-ex-ordo)
    - [People hub](https://help.exordo.com/site-administrators?hsLang=en#people-hub)
- [Authors](https://help.exordo.com/authors?hsLang=en#main-content)

    - [Initial Submissions](https://help.exordo.com/authors?hsLang=en#initial-submissions)
    - [Submitting a panel](https://help.exordo.com/authors?hsLang=en#submitting-a-panel)
    - [Panel contributions (submitting to an existing panel)](https://help.exordo.com/authors?hsLang=en#panel-contributions-submitting-to-an-existing-panel)
    - [Final Submissions and uploading Presentations](https://help.exordo.com/authors?hsLang=en#final-submissions-and-uploading-presentations)
    - [RSVP](https://help.exordo.com/authors?hsLang=en#rsvp)
- [Delegates](https://help.exordo.com/delegates?hsLang=en#main-content)

    - [Registration](https://help.exordo.com/delegates?hsLang=en#registration)
    - [Attending a virtual event](https://help.exordo.com/delegates?hsLang=en#attending-a-virtual-event)
    - [Accessing the mobile app](https://help.exordo.com/delegates?hsLang=en#accessing-the-mobile-app)
    - [Navigating the Ex Ordo Programme](https://help.exordo.com/delegates?hsLang=en#navigating-the-ex-ordo-programme)
- [Track Chairs](https://help.exordo.com/track-chairs?hsLang=en#main-content)

    - [Initial Submissions](https://help.exordo.com/track-chairs?hsLang=en#initial-submissions)
    - [Reviews: managing reviewers and the review](https://help.exordo.com/track-chairs?hsLang=en#reviews-managing-reviewers-and-the-review)
    - [Decisions and Final Submissions](https://help.exordo.com/track-chairs?hsLang=en#decisions-and-final-submissions)
    - [Communication hub: sending messages from Ex Ordo](https://help.exordo.com/track-chairs?hsLang=en#communication-hub-sending-messages-from-ex-ordo)
    - [Using the Virtual Builder (Session Creators Only)](https://help.exordo.com/track-chairs?hsLang=en#using-the-virtual-builder-session-creators-only)
- [Reviewers](https://help.exordo.com/reviewers?hsLang=en)
- [Review Group Chairs](https://help.exordo.com/review-group-chairs?hsLang=en#main-content)

    - [Preparing for the review](https://help.exordo.com/review-group-chairs?hsLang=en#preparing-for-the-review)
    - [Managing the review](https://help.exordo.com/review-group-chairs?hsLang=en#managing-the-review)
    - [Using the Communication Hub](https://help.exordo.com/review-group-chairs?hsLang=en#using-the-communication-hub)

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