As an organizer, you tell submitters by email whether their submissions are accepted or rejected. Recording a decision doesn't notify anyone. Your acceptance or rejection letter is the email you write, with one message for each decision.
Note: email communication is available from the Essential plan.
Before you send
Record the decisions. See Change the decision of one or more submissions.
If you want submitters to read their reviews, turn on the sharing of review results. See Share review results to authors.
Compose decision notifications
To email all the submissions that have the same decision:
In the event dashboard, go to Submission > Submissions.
Click Filters.
Under Presentation types, select a decision for a presentation type, for example Accepted for Poster.
Click Apply.
Select the submissions with the checkbox at the top of the table. To include every page, click Select all X.
Click Contact.
Under Recipients, select Submitters, Presenters, Non-presenting authors, or more than one of them.
Write a Subject and a Message.
To personalize each email, click Variables and insert a variable, for example First name or Submission number.
If necessary, add one file under Attachment (up to 100 MB).
Click Next and check the number of recipients.
Click Send.
Do these steps again for each decision, for example Rejected, with its own message.
To know who each recipient option reaches, see Select recipients for submission emails. For the full list of variables, see Send mass emails.
What submitters and authors receive
Fourwaves sends the emails right away. Each recipient receives one email for each selected submission. For example, a submitter with three accepted submissions receives three emails.
The sender of the email is your event's name. Replies go to the Contact email of your event, set in Settings > General.
The variables show the information of each submission. First name and Last name show the name of the recipient. For the submitter, this is the name in the submission form. For an author, this is the name in the authors list.
The attachment is a file to download below the message. All recipients receive the same file.
Submitters don't see decisions in their Fourwaves account. They learn the decision only from your email.
Send a personalized PDF letter
Note: the certificates generator is available from the Advanced plan.
If you need a personalized PDF letter for each submission, for example for a visa application, create it as a submission certificate. You can then send the certificates by email. See Generate certificates.
Send revision or full-paper instructions
If accepted submitters must revise their submission or send a full paper, add the Submission form link variable to your acceptance message. Each recipient gets a link to the form of their submission.
After the submission deadline, submitters can edit an accepted submission only if you allow it. See Let submitters edit accepted submissions after the deadline.
Resend an email to one submitter
Every email you send is listed under Communication > Emails, where you can send it again. See Email communication status meaning.
To write a new email about one submission, select only that submission in Submission > Submissions and click Contact.
What if I change a decision after sending?
Changing a decision sends no email. To tell submitters about the new decision, filter the submissions again and send them a new message. The previous email stays under Communication > Emails.
Need help?
If you have questions about decision emails, contact support@fourwaves.com with the name of your event.