Submissions will include all of the information/files you receive from potential presenters or participants. For example, perhaps your event requires those submitting to include the work they would be showcasing at your event (eg. a film or paper), as well as a survey providing relevant details about their work and professional background.
Once on the submissions table you will see the following:
To view the details of the submission simply click on it. The details will appear as shown below:
The summary tab provides you with a quick view of the following information you have requested from potential participants:
- Submitter Name: The name of the individual who has logged-in and created the submission - Submitter Organization (the company or organization the submitter will be representing): The organization the submission is being made on behalf of, or for which the submitter works.
- Submitter E-mail: The e-mail of the person submitting.
- Date: The date the submission was made
- By: The person submitting
- Status: Where the submission is in the process; for example, is it still processing, or has it been decided.
- Acceptance: Whether or not the submission has been accepted.
In this area, you can also print or share the submission if necessary as well as view the submitters’ survey answers.
Below you can see the information included in each received submission:
Date/Time ( Mandatory ): The date and time at which the submission was received.
Submitter Person ( Mandatory ): The individual who has logged-in and created the submission.
Submitter Organization ( Optional ): The organization the submission is being made on behalf of, or for which the submitter works.
Step ( Mandatory ): This indicates where the submission is in its life-cycle. Organizers can add steps if necessary. The basic built-in steps of submission are outlined below:
- In preparation: A submission is being prepared by the submitter. (as an organizer, you will generally not see a submission while it is in this step).
- In conformity check: This is the step where you make sure all of the required information and files have been submitted and that the relevant submission survey has been correctly completed.
- In Review: A submission is being reviewed for approval or rejection.
- In Decision: A decision is currently being made or has been made, regarding the submission.
The status describes the current result as the submission progresses through the above steps.Submission status is a helpful way to keep track of what stage of review a submission is currently in. To change the status of a submission follow the steps outlined below.
- Select the submission you wish to change the status of.
- Select the appropriate status from the Status dropdown menu. Each status is defined below:
- Draft: The submitter is in the process of filing the submission. (as an organizer, you will generally not see a submission with this status, since it has not been completed by the submitter)
- Submitted: The submission has been finalized and submitted for review. This is usually the first step that you will see as an event organizer.
- Conformity Confirmed: The submission has been confirmed to meet all basic requirements and can proceed to further steps.
- Accepted: The submission has been accepted as is.
- Accepted with a condition: The submission has been accepted, however, conditions have been placed on its acceptance. It is your responsibility to communicate those conditions to the submitter.
- Rejected: The submission has been rejected.
- Abandoned: The person/organization who has made the submission no longer wishes to have it considered, or you have abandoned it for lack of response from the submitter.
- Once you have selected the appropriate status remember to save your changes
If necessary more statuses can be added to this process.
- External Status ( Optional ): In some cases, the acceptance of a submission is contingent upon a third party (for example, third-party funding or acceptance to another event). The external status allows you to enter a short text so you can track where the submission is in its workflow at that third party.
Attached Question Response ( Mandatory ): These are the questions answered on the call for submissions form that you included as part of the submission process. This will often be the biggest part of the submission.
Attached Documents ( Optional ): Any documents or files that were attached as part of the submission. These can include anything from Word documents and PDFs to audio files and films. You can require those submitting to include more than one attached document if necessary.
Reviewers ( Optional ): The individual(s) assigned to review each submission. This step is optional and you may add as many reviewers as you see fit.
Assignee ( Optional ): The individual who is currently responsible for bringing the review process to a timely conclusion. This can be one of the reviewers above.
Visibility ( Mandatory ): Visibility shows who can see the submission contents. There are two options for setting visibility:
- Submitter + Organizer: The submitter and organizer can view the contents of the submission.
- Submitter + Organizer + Reviewers: This option is the same as the above, however, it is used when you have chosen to include reviewers in the submission approval process.
Once you have begun to receive submissions Grenadine will help keep you organized and informed so that you and your team can look through each submission and find the perfect participants. To begin, you will automatically receive an e-mail informing you each time a submission has been received. If you are organizing a large event and anticipating a lot of submissions, you can opt out of this e-mail (in “settings”+) and manually check for new submissions as you wish.
When submissions are made each person related to the submission will automatically be added to the “people” table making it easier for you to manage. If information about an organization has been submitted the organization will be added to the “organization” table.
If applicable, any fees required to accompany submissions will be collected at this time and will appear in your section.
In the near future, Grenadine will make reviewing submissions even more streamlined by allowing you to add reviewers to each submission.
Using the “Reviewers” tab you are able to do the following:
- Add Reviewer: Add a person who is helping you organize your event to review potential participants.
- Email: If you have to contact the reviewer regarding the submission you can do so here.
- Delete: Remove any reviewers who are not needed.
The following reviewer information will be shown:
- Name: The name of each reviewer is listed here.
- Role: The role each reviewer has been assigned in this step of the process.
- Review: The “score” each reviewer has given the submission in question.
- Review Date: The date each reviewer reviews and scored the submission.
The review submissions feature will provide you with the following easy to find options:
- Delete: If you do not wish to store this submission.
- E-mail Submitter: When you need to contact the submitter, for example, if you would like to request further information.
- Accept: The submission is up to your standard and you would like to accept it for your event.
- Reject: Unfortunately, the submission does not meet the requirements for your event and you would not like to move forward with it.
- Assign: If you have people to help you review submissions you can assign them here.
Once you have begun the submission review process you can monitor a submission’s progress by clicking the “review” tab.
In this tab you will see:
- Name: Who has reviewed the submission thus far.
- Review: The “score” out of 10 given to the submission.
- Review Date: The date each “reviewer” looked at the submission.
- Review Text: Comments made by the reviewers.