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 Proposal Reviewal

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

1 (B). Bulk Import Reviewers to Proposal Reviewal

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.

1. From the Event Dashboard, navigate to Proposals > Reviewers
2. Select the downward arrow cloud icon to download a template CSV file
3. Fill out the required fields of First Name, Last Name, and Email Address
4. Select the upward arrow cloud icon to upload the CSV file 

2. Viewing the Submission Reviewal 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.

1. From the Event Dashboard, navigate to Proposals > Reviewers
2. Select the reviewer you would like to view their Reviewer Portal from the list
3. Above the reviewer table, select Actions > Reviewer Portal

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.

1. From the Event Dashboard, navigate to Proposals > Reviewers
2. Select the reviewer you would like to adjust from the list
3. 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.

1. From the Event Dashboard, navigate to Proposals > Reviewers
2. Select the reviewer you would like to adjust from the list
3. Above the reviewer table, select Actions > Auto Assign Proposals
4. In the Auto-Assign Proposals > Reviewers Per Proposal, select the maximum number of reviewers you would want to assign to each proposal
5. 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:

1. From the Event Dashboard, navigate to Proposals > Proposals
2. Select a proposal you would like to update from the list
3. 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.

1. From the Event Dashboard, navigate to Proposals > Reviewers
2. Select the reviewer you would like to notify from the list
3. 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.