Making decisions, notifying authors and collecting RSVPs
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      1. Knowledge Base - Support Documentation for Ex Ordo
      2. Site Administrators
      3. Making decisions, notifying authors and collecting RSVPs

      What is RSVP in Ex Ordo?

       

      The RSVP feature should not be used on sites that are using the panels feature.

      What is RSVP?

       

      In general, R.S.V.P. stands for a French phrase, "Répondez, s'il vous plaît," which means "Please reply." 

      RSVP in the Ex Ordo System

       

      In Ex Ordo system, the RSVP function is designed to help you collect the information about which accepted submissions are actually going to appear at the conference. This will give you an idea of which submissions should actually be included in your conference timetable/schedule. This is not the same as individuals registering their attendance. RSVP simply confirms that the work will be presented at the conference, not that an individual person is attending. 

       

      Enabling the RSVP Feature:

       

      Admins can enable the RSVP feature by:

      1. Navigating to the Reviews hub
      2. Open the Configure Acceptance menu
      3. Clicking on Step 2: RSVP
      4. Toggling the first switch to Yes
      5. Once the switch is set to yes, you can set a deadline for the RSVP and enable email reminders. 

       

       

      Automated Email reminders:

       

      If enabled, the system will automatically send email reminders to authors 10 days, 3 days and 1 day before the RSVP deadline. You can edit the reminder templates and RSVP receipt by following the steps below:

       

      1. Navigate to the Communication hub
      2. Click on the Templates drop-down and select Author
      3. Click Edit Template to the right-hand side to review the existing email, and change it if needed
      4. Click Done to save

       

      The RSVP templates are only visible if the RSVP feature is enabled. 

       

       

      Monitoring the RSVPs

       

      Admins can monitor the RSVPs in two ways: using the RSVP Overview card on the dashboard or the List of RSVPs in the Reviews hub. 

       

      The RSVP Overview card gives you a quick glance at the RSVP responses and allows you to take action such as extending the RSVP deadline, message authors and export the data to Excel.

       

       

      The List of RSVPs in the Reviews hub allows you to filter the list down by status, decision type or topic and search for a specific submission. 

       

       

      You can also update the RSVP on behalf of authors by clicking on their submission to expand it and then clicking on the RSVP button.

       

       

      You can update the RSVP on the next step. Admins can change the RSVP response at anytime. 

       

       

      Author's View

      Authors can RSVP by following the steps below:

      1. Log into the platform
      2. Locate the My RSVPs card on their dashboard




      3. They can then Accept or Decline your invitation and click on Done to save. They can change their response before the RSVP deadline.