Setting up your Call for Proposals

Please note, the Call for Abstracts/Proposals module is required to use this feature.

One of the many ways PheedLoop offers speakers to get involved with the event creation process is proposals. This feature allows prospective speakers to submit their own information for sessions which can be approved and reviewed by reviewers before being added to the sessions tab for the event dashboard.

Instead of relying on an individual to manually create all these sessions, this process empowers the speaker to share their ideas for their session. As this is still an application, a reviewer will need to examine these applications before they can be approved and added to the Event Dashboard.

Creating a Call

Calls are the application that applicants will fill out. Multiple calls can be created at once if necessary.

1. From the Event Dashboard, navigate to Proposals > Calls
2. Above the Calls table, select Create

Basic Details

This is where you are able to enter basic information about your Proposal Call. This will give information to your prospective speakers on what they are applying for.

1. Under Name, Enter the title of your call
2. Under Description, enter any information for your call that may be useful for applicants to know
   1. This information will appear in the Event Information page.
3. Under Welcome Text, enter any information you would like to share with applicants before they start the application process
   1. This information will appear in the Start section of Proposal Application.
4. Under the Custom Script field, enter any coding for third party software such as analytics and pixel tracking
5. Under the Custom CSS field, enter any custom CSS to style your Call for Proposal process
   1. Please note, changes will also affect the Reviewer Portal.
6. Toggle on the Open Proposal Submissions checkbox to allow speakers to submit proposals
7. Under the Max Submissions Per Speaker field, enter the maximum number of submissions the applicant is allowed to make
   1. Set this value to 0 to allow unlimited applications.
8. Under the Submission Edit Cutoff Date field, enter the date where applicants can no longer submit proposals 
   1. Applicants will still be able to view the submission portal but cannot proceed past the Start page.
9. Toggle on the Send Automatic Reminders checkbox if you wish to send reminders to applicants with partially completed applications
   1. You can customize these reminders from the Event Dashboard by selecting Proposal Reminder under Communications > Email Templates.
10. Toggle on Send Update Alerts to Co-Speakers to notify Co-Speakers on any updates such as their status being approved or rejected
11. Under Custom Form, select a form that applicants will need to complete as part of their application
    1. This will create a Survey section in Proposal Application

Advanced

1. Under Proposal Denial Text, enter the text that will appear if an application is denied
   1. If left blank, the applicant will receive a default message.
2. Under Speaker Roles, select any speaker roles you wish to include in the application
   1. This will appear in the Co-Speakers section and Profile section of the application.
   2. For more information on Speaker Roles, please review our Customizing and Enabling Speaker Roles article.

Submissions

1. Under Co-Speaker Limit, enter the maximum number of Co-Speakers that can be included in the application
   1. Entering 0 in this field will remove the Co-Speaker page for the application process. 
2. Toggle on Allow Submission Edits/Updates to grant the application permission to update their proposal
   1. Applicants can access their proposals via the Proposal Portal available in the success page or email confirmation.
   2. Event Administrators can remove this in the Proposal Confirmation Email Template by toggling off Enable Call-To-Action Button
3. Toggle on Allow Multiple Track Selection, Allow Multiple Format Selection, and/or Allow Multiple Audience Selection if you plan to include tracks, formats, and audiences for sessions
   1. For more information please visit our Personalizing Sessions using Tracks Formats Audiences.
4. Toggle on Require Profile Picture, Require Speaker Organization, Require Speaker Title, and/or Require Organization Logo depending on what is necessary for your event
5. Toggle on Disable File Uploading to prevent files from being sent along with applications
6. Toggle on Require Organization Logo to force applicants to upload an image file as part of their submission
7. Toggle on Collect Authors to allow applicants to credit individuals if necessary as part of their submission
8. Toggle on Skip Session Step, Skip Survey Step, Skip Files Step, and/or Skip Profile Step if you would not like these sections in your call
   1. Please note, this will remove the sections in the Proposal Portal as well.
9. Under Custom Confirmation Message, enter a message for applicants that will be displayed when they complete their application
   1. If left blank, the success page will display a default message.

Submission Portal

The settings here are mainly to lock editing of pages in the Proposal Portal.

1. Toggle on Lock Profile Editing, Lock Session Editing, Lock Files Editing, Lock Survey Editing, and/or Lock Co-Speakers Editing to prevent edits being made in their respective pages
2. Toggle on Disable Submission Portal to remove the Submission Portal entirely
3. Under the Submission Edit Cutoff Date field, enter the date where applicants can no longer make edits to the Submission Portal 
   1. Applicants will still be able to view the proposal portal but cannot make any edits.

Review

1. Toggle on Hide Personally Identifying Information to prevent the review panel from viewing direct personally identifying information connected to submissions such as names or email addresses
2. Toggle on Open Proposal Review Portal, to allow reviewers to submit reviews for their assigned proposals
   1. Toggling off this checkbox will prevent reviews from being submitted.
3. Under Submission Review Portal, enter the maximum number of reviews that can be submitted for the proposal
4. Under Custom Form, select the form you wish for the reviewer to use to evaluate the proposal
   1. This is a necessary step to set up for reviewers. If left blank, the reviewer(s) will not be able to submit a review.
5. Under Instructions For Reviewers, enter any instructions you wish to share with Reviewers

Once all of your settings are configured, select Save Changes.

Editing the Call

Once you have created the Call, there are additional settings which can be used.

Details

The Details column offers the same settings as when creating the call. Here, you can edit the details of the Call if necessary. In addition to the  Basic Details settings, there will be an Advanced setting at the bottom of the Detail section offering additional capabilities.

Advanced

1. Under the Proposal Denial Text field, enter the text that will be displayed to the applicant if their application is rejected
   1. This text will only appear in the Proposal Denial email sent out to applicants.
2. Under the Speaker Roles field, select the Speaker Roles that speakers will be able to assign themselves and their co-speakers within the application.
   1. Speaker Roles will appear as a field in the Co-Speaker step and the Profile step of the application.

Submissions

General Settings

1. Toggle on the Skip Session Step checkbox to remove the Session step from the application
2. Toggle on the Skip Survey Step checkbox to remove the Survey step from the application
3. Toggle on the Skip Files Step checkbox to remove the Files step from the application
4. Toggle on the Skip Profile Step checkbox to remove the Profile step from the application
5. Toggle on the Enable Single Sign-On checkbox to allow applicants to sign in with a third party SSO platform
   1. This setting should only be toggled on if your account is integrated with an SSO. Leave this checkbox off if there is no SSO connected.
6. Toggle on the Require Single Sign-On checkbox to require applicants to sign in with an SSO before they can proceed with the application
   1. Only users who have logged in via the SSO will be able to access and submit an application. Only enable this checkbox if an SSO has been integrated with your account.
7. Toggle on the Disable File Uploading checkbox to prevent Files from being uploaded during the application flow
8. Toggle on the Require File Uploading checkbox to require at least one file be uploaded before proceeding with the application
9. Toggle on the Allow Submission Edits/Updates checkbox to allow users to edit their application after submission via the Proposal Portal
10. Under the Custom Confirmation Message field, enter a message that will appear when the user submits their application
    1. This message will appear on the Success step of the application flow.

Session Settings

1. Toggle on the Collect Tracks checkbox to allow applicants to select tracks as part of their application
   1. For more information on Tracks, Formats, and Target Audiences, please review our Personalizing Sessions using Tracks Formats Audiences article.
2. Toggle on the Require Tracks checkbox to require at least one track to be chosen before proceeding with their application
3. Toggle on the Allow Multiple Track Selection checkbox to allow applicants to select multiple tracks as part of their application
4. Toggle on the Collect Formats checkbox to allow applicants to select formats as part of their application
5. Toggle on the Require Formats checkbox to require applicants to select at least one track before proceeding with their application
6. Toggle on the Allow Multiple Format Selection checkbox to allow applicants to select multiple formats as part of their application
7. Toggle on the Collect Audiences checkbox to allow applicants to select target audiences as part of their application
8. Toggle on the Require Audiences checkbox to require applicants to select at least one target audience before proceeding with their application
9. Toggle on the Disable Learning Objectives checkbox to remove Learning Objectives from the application
   1. The Require Learning Objectives checkbox will become disabled if this checkbox is enabled.
10. Toggle on Require Learning Objectives checkbox to require applicants to fill out at least one learning objective before proceeding with the application
11. Under the Title Max Length field, enter a value for the maximum characters of a title the proposal can support
    1. The maximum character limit supported is 150
12. Under the Description Max Length field, enter a value for the maximum characters of a description the proposal can support
    1. The maximum character limit supported is 5000

Speaker Settings

1. Under the Co-Speaker Limit field, enter the maximum number of co-speakers allowed to be included with the application
   1. If set to 0, the Cospeakers section of the application will be hidden.
2. Toggle on the Require Co-Speaker checkbox to require applicants enter at least one co-speaker before proceeding with the application
3. Toggle on the Collect Authors checkbox to allow applicants to add authors as part of their application
   1. For more information on authors, please review our Using Authors for your Event article.
4. Toggle on the Collect Profile Picture field to allow applicants to upload a picture of themselves as part of their application
5. Toggle on the Require Profile Picture checkbox to require applicants to upload their picture before proceeding with the application
6. Toggle on the Collect Speaker Organization checkbox to allow applicants to enter their organization as part of their application
7. Toggle on the Require Speaker Organization checkbox to require applicants to enter their organization before proceeding with the application
8. Toggle on the Collect Speaker Title checkbox to allow applicants to enter their title as part of their application
9. Toggle on the Require Speaker Title checkbox to require applicants to enter their title before proceeding with their application
10. Toggle on the Collect Organization Logo checkbox to allow applicants to upload a picture of their organization’s logo as part of their application
11. Toggle on the Require Organization Logo checkbox to require applicants to upload a picture of their organization’s logo before proceeding with their application
12. Toggle on the Collect Speaker Designations checkbox to allow applicants to submit designations as part of their application
13. Toggle on the Collect Speaker Pronouns checkbox to allow applicants to submit their pronouns as part of their application
14. Toggle on the Collect Speaker Address checkbox to allow applicants to submit their address as part of their application

Extra Instructions

Personalized instructions can be added for each step of the call, allowing event administrators to share any relevant information to applicants.

1. Under the Session Step Instructions field, enter the instructions for the Session step of the application
2. Under the Co-Speaker Step Instructions field, enter the instructions for the Cospeaker step of the application
3. Under the Survey Step Instructions field, enter the instructions for the Survey step of the application
4. Under the Files Step Instructions field, enter the instructions for the Files step of the application
5. Under the Profile Step Instructions field, enter the instructions for the Profile step of the application

Submission Portal

The Submission Portal section offers the same settings as when creating a call. You are able to restrict what steps an applicant is able to edit after submitting the application or disabling the submission portal to prevent edits entirely.

Review

The Review section controls how many rounds of review all applications under this call will go through. For more information on Review Rounds, please review our Setting Up your Reviewer Portal and Assigning Reviews article.

Accessing the Application

Once the application is created, it can be accessed through an unique URL. Anyone with this url can submit a proposal.

Accessing the Proposal Application Link from the Event Dashboard

1. From the Event Dashboard, navigate to Proposals > Calls
2. Select the checkbox of your call
3. Above the Calls table, select Actions > Application Link

Accepting or Denying Proposals

The final part of the proposal process is approving or denying it. For more information on this topic, please review our Accepting, Denying and Updating Proposals article.

How to Send and Edit the Proposal Reminder Email

As part of the proposal process, reminder emails are sent out automatically for each proposal that has not been completed. Proposal reminders are automatically sent 1, 6, 15, and 30, days following the submission.

Proposals Reminder Emails can be sent manually and edited within the Event Dashboard. If no edits are made, a default message will be sent out to the email responsible for creating the proposal.

To Edit the Proposal Reminder Email Template

1. From the Event Dashboard, navigate to Communications > Email Templates
2. Select Proposal Reminder
3. Edit the Subject field to change the email header
4. Edit the Body Text field to change the email’s text
5. Toggle on the Enable Call-To-Action Button checkbox to include a button within the email that will lead the user back to the Proposal Portal to complete their submission
6. Edit the Call-To-Action Button Text field to change the Call-To-Action button text
7. Select Save Changes

To Send the Proposal Reminder Email Template

1. From the Event Dashboard, navigate to Proposals > Submissions
2. Select the Proposal you wish to send the Proposal Reminder Email to from the list
3. Above the Proposal table, select Actions > Send Completion Reminder
4. Select Confirm

An email will now be sent to the submitter of the proposal.

Utilizing the Proposal Data report

The Proposal Data Report will provide data on all proposals made towards your event. For instructions on how to do this, please review our Downloading Call for Proposal Data Reports article.