How to Assign Proposals to Proposal Reviewers

PheedLoop’s proposal submission portal is an integral part of the speaker application process if you would like to approve/disapprove the sessions whilst assembling your upcoming event.

You can use the Proposals module to have prospective speakers become the speakers at your event. You are able to assign reviewers who can get access to a reviewer portal and in that portal have the ability to see the proposals they can provide to score these submissions accordingly.

This article will show you have to add and then assign proposal reviewers to their respective proposals.

1 (A). Adding Reviewers to Proposals

To start, it’s really important that you assemble a list of reviewers if you have a team supporting you during the event or if there is a surplus of submissions.

From the Event Dashboard, navigate to Proposals > Reviewers
Above the reviewer table, select Create
Under First Name, Last Name, and Email Address, fill out the respective required fields

1 (B). Bulk Import Reviewers for Proposal Review

If you have a lot of reviewers and don’t want to manually create each one, you are easily able to bulk upload a list of reviewers so there is no additional hassle.

From the Event Dashboard, navigate to Proposals > Reviewers
Above the Reviewers table, select the upload button
Select Download Template

The Reviewer Upload Template will now be downloaded onto your device.

Open the Reviewer template file
Fill out the information outlined in the Headings for the Reviewer Upload Template step below
Save the document as a CSV file
From the Event Dashboard, navigate to Proposals > Reviewers
Above the Reviewers table, select the upload button
Select the Drag and drop some files here, or click to select files button to upload your template
Select Submit

Headings for the Reviewer Upload Template

code	This field is only necessary if you intend to edit a reviewer. Enter the attendee code under this column to edit their information. Leave this field blank to create new reviewers.
first_name	Enter the first name of the reviewer under this column.
last_name	Enter the last name of the reviewer under this column.
email	Enter the email of the reviewer under this column.
tracks	Enter the name of the track to assign to the reviewer under this column. Separate multiple tracks with commas.
audiences	Enter the name of the target audience to assign to the reviewer under this column. Separate multiple target audiences with commas.
calls	Enter the code for the call to assign to the reviewer under this column. The code for calls can be found in the URL of the application. Call codes always start with ‘CAL and appear near the end of the URL. Separate multiple calls with commas.
proposals_assigned	Enter the code of the proposal to assign to the reviewer under this column. Codes for proposals can be found by creating a proposal report. Separate multiple proposals with commas.
formats	Enter the name of the format to assign to the reviewer under this column. Separate multiple formats with commas.
Instructions	Enter any personal instructions you may have for the reviewer under this column. Instructions will appear to the reviewer in the Reviewer Portal.

2. Viewing the Reviewer Portal

When you add a reviewer, they will not receive a notification. This gives you time to view their portal in case you want to test or view how the formatting of the portal will look.

From the Event Dashboard, navigate to Proposals > Reviewers
Select the reviewer you would like to view their Reviewer Portal from the list
Above the reviewer table, select Actions > Reviewer Portal
1. Select Actions > Send Welcome Email to send access to the reviewer portal through their email.

You will now see the Reviewer Portal where you can view the reviewer's assigned proposals. For an in depth walkthrough on using the Reviewer Portal, please review our Submitting Reviews as a Reviewer article.

3 (A). Manually Assigning Proposals to Reviewers

When adding reviewers, by default they will automatically be assigned to every submission made to the event. That being said, you can manually associate reviewers to proposals based on a variety of criteria.

From the Event Dashboard, navigate to Proposals > Reviewers
Select the reviewer you would like to adjust from the list
In the reviewer editor form, go to Basic Details and a few options will be available:

Tracks and Target Audience

The reviewer will only see submissions under that certain track and the target audiences you select. This information would have been selected during the proposal submission process. It requires you to use PheedLoop’s default Track and Target Audience feature.

Calls

Depending if you have multiple calls, the reviewer will only get assigned the proposals under that specific call or calls if you select multiple.

Proposals

You can specifically choose which proposals will be assigned to which reviewer. When selecting proposals, you can search for proposals from the dropdown or search bar. You will have confidence that this person will only see the proposals you assign to them.

3 (B). Automating Proposal Assignments

There may be a situation where you don’t want to overwhelm your reviewers with a ton of proposals to review. You may just want a proposal to be reviewed a certain amount of times. With Auto Assign Proposals, you will be able to manually assign proposals to your reviewers with smart logic.

From the Event Dashboard, navigate to Proposals > Reviewers
Select the reviewer you would like to adjust from the list
Above the reviewer table, select Actions > Auto Assign Proposals
In the Auto-Assign Proposals > Reviewers Per Proposal, select the maximum number of reviewers you would want to assign to each proposal
Under Tracks, Calls, and Target Audience, you can segment proposals through these various fields

When using this auto assign solution it should be mentioned that it will remove all previous proposals assigned to that reviewer.

Quick tip - There’s an easy way to edit a proposals submission:

From the Event Dashboard, navigate to Proposals > Proposals
Select a proposal you would like to update from the list
Select Actions > Update submission

4. Notify your Reviewers

As your Reviewers will not receive a notification that they have been assigned as reviewers in your platform, you will have to manually notify them with a welcome email.

From the Event Dashboard, navigate to Proposals > Reviewers
Select the reviewer you would like to notify from the list
Above the reviewer table, select Actions > Send Welcome Email

This will trigger the Reviewer Welcome email you can find in Communications > Email Templates.
The Enable Call-To-Action checkbox in the Review Welcome editor form will allow or disallow a link to their submission portal in the email.