Accepting, Denying, and Updating Proposals

Once proposals have been submitted and reviewed, they can be accepted or denied from the event dashboard. While event administrators can accept proposals at any time, we recommend waiting until they are fully assessed by a reviewer before making a decision.

Accepting or Denying Proposals

1. From the Event Dashboard, navigate to Proposals > Submissions
2. Select the checkbox of the submission
3. Above the Submissions table, select Actions > Mark Accepted or Mark Denied
   1. Optionally, toggle on the Send Update Alert Email checkbox to send an email informing the applicant of the status of the application. 
4. Select Save Changes

Sending Update Alerts

An optional step to accepting or denying proposals is the option to send an update towards the email that made the proposal regarding the status of their application.

1. From the Event Dashboard, navigate to Proposals > Submissions
2. Select the checkbox of the submission
3. Above the Submissions table, select Actions > Mark Accepted or Mark Denied
4. Toggle on the Send Update Alert Email checkbox
5. Select Save Changes

Alternatively, update alerts can be sent manually without needing to change the status of a submission. This is useful if the applicant cannot find their status email and requires a second one to be sent.

1. From the Event Dashboard, navigate to Proposals > Submissions
2. Select the checkbox of the submission
3. Above the Submissions table, select Actions > Send Update Alert
4. Select Confirm

Editing the Proposal Accept and Proposal Deny Email Template

Both email templates are customizable if necessary for your event.

1. From the Event Dashboard, navigate to Communications > Email Templates
2. Select Proposal Accept and/or Proposal Deny from the list
3. Edit the Subject field to change the email title
4. Edit the Body Text field to change the content of the email
5. Toggle on the Enable Call-To-Action Button checkbox, allowing the recipient to enter the proposal or submission portal via a button at the bottom of the email
6. Edit the Call-To-Action Button field to edit the text that will be displayed on the button
7. Select Save Changes

Updating Submissions

Team Members with access to the Event Dashboard will be able to edit proposal submissions at any time. This is especially useful for fixing any minor spelling or grammatical errors without needing to rely on the submitter to do so.

1. From the Event Dashboard, navigate to Proposals > Submissions
2. Above the Submissions table, select Actions > Update Submission
3. The following fields of the submission can be edited:
   1. Title - The Session title of the submission under Session Details
   2. Description - The Session description chosen in the submission under Session Details
   3. Formats - The Format chosen in the submission under Session Details
   4. Target Audiences - The Target audience chosen in the submission under Session Details
   5. Tracks - The Track chosen in the submission under Session Details
4. Under Notes, the following can be added:
   1. Public Notes - These are notes that will be visible to both you and the applicant. Public notes are ideal for sending feedback to applicants or any next steps.
   2. Private Notes - These are notes that will be visible to your team members only and not viewable by the applicant.

Accessing the Proposal Portal

The Proposal Portal can be accessed as long as the submission is completed but it has not been accepted yet by the Event Organizers. Applicants can access the proposal portal by selecting the Edit Application Here button from the Success page or from the confirmation email that is sent.

Accessing the Proposal Portal from the Event Dashboard

1. From the Event Dashboard, navigate to Proposal > Submissions
2. Select the checkbox of the submission you wish to examine
3. Above the Submissions table, select Actions > View Submission Portal

Sending Access to the Proposal Portal from the Event Dashboard

Event organizers can also send a link to the applicant’s Proposal Portal from the Event Dashboard. Once sent, the applicant will receive an email leading them to the Proposal Portal.

1. From the Event Dashboard, navigate to Proposal > Submissions
2. Select the checkbox of the submission you wish to examine
3. Above the Submissions table, select Actions > Send Update Alert

Please note that the Call-To-Action Button will change depending on the status of the submission. If the submission is accepted, the Call-To-Action Button will lead to the Speaker Portal. If the submission is marked pending review or denied then the Call-To-Action Button will lead to the Proposal Portal.

Editing the Proposal Update Email Template

Both email templates are customizable if necessary for your event.

1. From the Event Dashboard, navigate to Communications > Email Templates
2. Select Proposal Update from the list
3. Edit the Subject field to change the email title
4. Edit the Body Text field to change the content of the email
5. Toggle on the Enable Call-To-Action Button checkbox, allowing the recipient to enter the proposal or submission portal via a button at the bottom of the email
6. Edit the Call-To-Action Button field to edit the text that will be displayed on the button
7. Select Save Changes