Deadline manager

Using the Deadline Manager, you can set deadlines, schedule extensions and control the automatic sending of reminder emails to the relevant user groups, e.g. submitters, reviewers or chairs.

Navigate to
> Settings
> Deadlines

Quick access: What would you like to do?

• Set a new deadline
  Set the initial deadline for e.g. late-breaking abstracts or reviews.

• Change a deadline
  Overwrite an existing deadline date.

• Set an extension
  Replace the original deadline automatically with a new extended date.

• Schedule a reminder
  Schedule automate reminder emails for users with incomplete submissions (e.g., abstracts, e-posters) or pending reviews.

• Adjust deadline visibility
  Control whether a deadline is publicly visible or if the system remains open silently e.g. for late minute submissions.

• Allow submissions after the official deadline
  How to accept late minute abstracts.

Note: The following steps are explained using the “Regular Deadline” as an example. They apply equally to all other deadline types.

Set a Deadline

Typically, a default deadline is set by Smart Abstract during initial setup. If you want to adjust this or create a new one, proceed as follows:

1. Activate the deadline: Click the corresponding button.

2. Select Date and Time: Click in the date field. Use the options to select the month, year, and time.

Change a deadline

If you wish to change a deadline that has already been set, please note that changes are only possible

• if no reminder has been set

• if no deadline extension has been set

Before you change the initial deadline, you must delete all reminders and extensions.

Set an extension

If you wish to extend a deadline before it expires, please use the extension function. With this function, the extension will automatically take effect on the due date.

1. Access the extension: Click on the icon for the deadline extension.

2. Adjust the period: The system automatically sets the extension to three days after the initial deadline. Click in the field to adjust the month, year or time individually.

You can create several consecutive extensions if required.

Please note: As long as an extension is active, the initial deadline cannot be changed directly. To edit the initial deadline, you must first delete any existing extensions.

Schedule a reminder

If you wish to schedule an email reminder to be sent shortly before a deadline, use the reminder function. This automatically sends reminder messages – either 12, 24, 48 or 72 hours before the deadline.

Reminders are send to:

• Submitters: No final submission has been made yet.

• Reviewers: Pending reviews.

• Uploads: Outstanding e-posters/files.

• Session chairs: Planning not yet complete.

• Participants: Confirmation of attendance for accepted abstracts is missing.

1. Access the reminder
Click on the ‘Schedule reminder’ icon.

2. Schedule the send time
Specify whether the message should be sent 12, 24, 48 or 72 hours before the deadline.

In this example, the

• 1st reminder is sent 24 hours before the original deadline, stating that the deadline is on 28 March.

• 2nd reminder is sent 24 hours before the extended deadline, stating that the deadline is on 4 April

• 3rd reminder is sent 12 hours before the extended deadline

Adjust deadline visibility

You can control the deadline display using the ‘Activate’ button.

• If ‘Visible’ is active, the deadline is visible to users.

  

• If ‘Visible’ is deactivated, the deadline is no longer displayed, but the system remains open until the deadline is reached.

  

Allow submissions after the deadline

To enable authors to submit their abstracts after the deadline, the submission window must be extended. You have three options for this extension:

• Extend submission officially

• Extend submission unofficially (open to everyone)

• Extend submission unofficially (only enabled for specific individuals)