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Managing Submissions

Learn how to review, organize, and manage speaker submissions effectively.

Overview

After speakers submit proposals, you'll need to:

Accessing Submissions

  1. Open your event dashboard
  2. Click "Submissions" in the sidebar
  3. View all submissions

Submissions List

List View

Column Description
Title Submission title
Speaker(s) Presenter name(s)
Status Current status
Track Topic/category
Date Submission date
Actions Quick actions

Sorting

Sort submissions by:

Filtering

Filter submissions by:

Filter Options
Status New, Accepted, Declined, etc.
Track Cloud, DevOps, AI, etc.
Speaker Search by name
Date Date range

Submission Statuses

Status Icon Description
New 🆕 Just received, needs review
Accepted ✓ Approved for the event
Accept Queue ○ Queued for acceptance
Declined ✗ Not selected
Decline Queue ○ Queued for rejection
Pending ⏳ Awaiting speaker confirmation
Confirmed ✔️ Speaker confirmed

Status Workflow

┌─────────────┐ │ New │ └──────┬──────┘ │ ┌────────────┼────────────┐ │ │ │ ▼ ▼ ▼ ┌──────────┐ ┌──────────┐ ┌──────────┐ │ Accepted │ │ Queue │ │ Declined │ └────┬─────┘ └──────────┘ └──────────┘ │ ▼ ┌──────────┐ │ Pending │ (awaiting speaker) └────┬─────┘ │ ▼ ┌──────────┐ │Confirmed │ └──────────┘

Viewing a Submission

Click on a submission to see:

Basic Information

Speaker Information

Co-Speakers

History

Changing Status

Single Submission

  1. Open the submission
  2. Click the status dropdown or "Change Status"
  3. Select the new status
  4. Optionally add a note
  5. Save

Batch Status Change

  1. Select multiple submissions (checkboxes)
  2. Click "Batch Actions" or "Bulk Update"
  3. Choose "Change Status"
  4. Select the new status
  5. Apply

Adding Comments

Internal comments for team discussion:

  1. Open the submission
  2. Scroll to "Comments" section
  3. Type your comment
  4. Click "Add Comment"

Comments are:

Accepting Submissions

Individual Accept

  1. Open the submission
  2. Click "Accept" or change status to "Accepted"
  3. Confirm the action

Using Accept Queue

For batch processing:

  1. Change status to "Accept Queue"
  2. Review queued submissions
  3. Process queue to send notifications

What Happens

When you accept:

Declining Submissions

Individual Decline

  1. Open the submission
  2. Click "Decline" or change status
  3. Optionally add a reason (internal)
  4. Confirm

Using Decline Queue

For batch processing:

  1. Add to "Decline Queue"
  2. Review before sending
  3. Process to notify speakers

Handling Rejections

Best practices:

Adding Co-Speakers

To add additional speakers:

  1. Open the submission
  2. Go to "Speakers" section
  3. Click "+ Add Co-Speaker"
  4. Enter email or search
  5. Save

Co-speakers:

Exporting Submissions

Export to Excel

  1. Go to Submissions
  2. Apply filters (optional)
  3. Click "Export"
  4. Select "Excel" or "CSV"
  5. Download file

Exported Data

Includes:

Searching Submissions

Use the search bar to find:

Combine filters:

  1. Status + Track
  2. Date range + Status
  3. Speaker + Status

Submission Statistics

View metrics:

Metric Description
Total All submissions
By Status Breakdown
By Track Per category
Acceptance Rate Accepted / Total

Best Practices

Review Process

  1. Initial screening - Check completeness
  2. Content review - Evaluate quality
  3. Committee discussion - Gather input
  4. Final decision - Accept/decline

Timeline

Phase Duration
Collection 4-6 weeks
Review 2-3 weeks
Decisions 1 week
Notifications 1-2 days
Confirmations 2 weeks

Communication

Previous: Custom Forms Next: Evaluation Process

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Speaker Communication