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Submission · Review · Notification

From call for papers to decision letter — one workspace.

SmartChair carries every paper through submission, bidding, reviewer assignment, review, decision and notification. Organizers stay in control at every step; authors and reviewers always know what to do next.

Open a free conference → See how it works
11,518+papers submitted
14,030+review reports written
33,254+registered users
01
Act 1 · Submit

Collect papers the way your field works.

Abstract-only meetings, full-paper conferences or two-stage calls — set the mode and the deadlines, and SmartChair enforces them for you.

  • Your submission model, your deadlinesChoose abstract-only, full paper or both, with separate deadlines for abstracts, papers and revisions.
  • Co-authors on every paperCo-authors are linked to the paper, so they can be included in every mailing about it.
  • Main file plus supplementary materialAuthors upload a manuscript and an optional supplement; PDFs can be previewed right in the browser.
  • Mathematics that looks like mathematicsFormulas in abstracts are rendered with MathJax — no more mangled LaTeX.
  • Mini-symposia and streamsAccept mini-symposium proposals with their own window, access code and review, or run independent streams with their own committees.
  • Revisions built inA decision can invite a revised version, and you choose whether the original reviewers carry over to it.
Paper #128 · Submitted
PAPER #128 Submitted
Sharp eigenvalue bounds for −Δu = λu on thin domains
A. Tanaka (presenter)L. ChenM. Weber
PDF
manuscript_v2.pdfMain file · 14 pages · 1.8 MB
Preview
ZIP
supplement_code.zipSupplementary material · 4.2 MB
Supplement
AbstractClosed Mar 15
Full paperOpen until Apr 30
RevisionOpens after decision
Illustration
02
Act 2 · Review

Put the right reviewers on every paper.

Reviewers tell you what they want to read and where they have conflicts. An optimizing solver turns those preferences into a balanced assignment — and nothing is final until you apply it.

Bidding and conflicts of interest

During the bidding window, reviewers browse submissions — optionally with the full paper — and mark each one. Conflicts are declared in the same place.

  • Preferences you can act onEager, willing or not interested — set your own bidding choices and window.
  • Conflicts never slip throughA declared conflict removes that reviewer from the solver for that paper, and a reviewer who declined a paper is not suggested again.
  • Expertise, not guessworkReviewers declare their research areas; the solver uses them to score how well each reviewer fits each paper.
Bidding matrix
#101#102#103#104#105
Reviewer A ★★★⊘★
Reviewer B ★★★★★
Reviewer C ⊘★★★★
Reviewer D ★★★★★★
Eager Willing Conflict Assigned by solver
Illustration

An assignment solver, not a spreadsheet

A min-cost-flow optimizer weighs bids and expertise against your limits — at least N reviews per paper, at most M papers per reviewer — and proposes an assignment in seconds.

  • Drafts first, decisions laterEvery run is saved as a draft you can edit, keep, discard or apply.
  • Compare before you commitPut two drafts side by side to see exactly which pairs changed.
  • Lock what you have decidedPin assignments you want to keep; the solver works around them.
  • See the quality at a glanceCoverage, bids honored, expertise fit, reviewer load and conflicts on one dashboard, plus a paper × reviewer matrix.
Auto assignment · Draft B
100%papers fully covered
91%bids honored
0overloaded reviewers
0conflicts
Reviewer A
5/6
Reviewer B
6/6
Reviewer C
4/6
Reviewer D
5/6
Draft A Draft B ⇄ Compare Apply draft
Illustration

Review progress at a glance — and timely reminders

The assignment and review status page shows where every review stands, from the whole conference down to a single reviewer.

  • Two summary chartsReview assignments completed, under review or not started — and how many papers are fully reviewed.
  • By reviewer or by paperSwitch between views. For each reviewer: bids, conflicts, invitations, declines, assignments and review status, each count clickable into its paper list.
  • Remind the right reviewerOpen a reminder for any reviewer straight from the list — the reminder template is pre-filled with their name and tasks, ready to send.
Assignment and review status
Review assignments62% completed
Papers fully reviewed48% completed
Completed Under review Not started
By reviewerBy paper
ReviewerNot startedUnder reviewCompleted
Reviewer A014 ✉ Remind
Reviewer B006 Done
Reviewer C310 ✉ Remind
Illustration

Everything reviewers and chairs need

Once papers are assigned, the review itself runs on your rules.

Blind review

One switch hides author identities from reviewers across review lists, bidding and comments.

Your own review form

Design the questions and scores yourself, and decide question by question what authors get to see.

Offline review in Excel

Reviewers can download their review sheet as an Excel file and work on it offline.

Discussion board

Reviewers of a paper discuss in their own time window, optionally seeing each other's reports.

Roles that match your process

PC members, external referees and associate editors, with invitations reviewers accept or decline with a note.

Revision rounds

Decisions that allow revision reopen the paper for a new version and a new round of review.

AcceptAccept as posterMinor revisionMajor revisionRejectYour own wording…
03
Act 3 · Notify

Hundreds of personal letters. One send.

Write the letter once with merge fields. SmartChair fills in each author's name, paper, decision and even the referee reports — then keeps a record of every message it sent.

Decision template
[{{CONF_ID}}] Decision on paper {{PAPER_ID}}

Dear {{first_name}},

We are pleased to inform you that your paper “{{PAPER_TITLE}}” has received the decision: {{REVIEW_RESULT}}.

The reviewers' comments are included below.

{{REFEREE_REPORT}}

What author #128 receives
[SCCM2026] Decision on paper 128

Dear Aiko,

We are pleased to inform you that your paper “Sharp eigenvalue bounds for −Δu = λu on thin domains” has received the decision: Accept.

The reviewers' comments are included below.

Referee 1: The bounds are sharp and the proofs are clear. Please expand the numerical section…
Illustration
  • Templates for every momentReviewer invitations, invitations to a specific paper, reviewer reminders, submission confirmations and decision letters — each with its own template.
  • Send to exactly the right peopleFilter recipients by role and paper status, add attachments, preview the merged result and BCC yourself.
  • Reviews delivered with the decisionMerge fields such as {{REVIEW_RESULT}} and {{REFEREE_REPORT}} put the decision and the reports straight into each letter.
  • No one notified twiceEach paper records whether its decision letter has gone out, so a second batch can't reach the same author by accident.
  • A log you can trustEvery mailing is stored with each recipient's personalised text and sent/failed status; resend the failed ones in one click.
Sent mail · Decision letters
a.tanaka@example.ac.jp
Paper #128 · Accept
Sent
l.chen@example.edu
Paper #131 · Minor revision
Sent
m.weber@example.de
Paper #140 · Reject
Sent
j.doe@example.org
Paper #152 · Accept
Failed
311 sent · 1 failed↻ Resend failed
Illustration

And the details that save you hours

Excel exports

Download the paper list and all reviews as .xlsx for committee meetings.

Score statistics

Sort papers by the average or standard deviation of any review item to spot consensus and disagreement.

Eight interface languages

English, Chinese (Simplified & Traditional), Japanese, Korean, German, French and Czech.

LaTeX abstract book

Compile accepted abstracts into a typeset abstract book.

Run your next review cycle on SmartChair.

Open a conference in minutes and try the whole workflow with your committee.

Open a free conference → Read the step-by-step manual