Question 1

How do I start organizing a new event?

Accepted Answer

Click the "Organize event" button and submit your basic details. Our team will review your request and contact you shortly to assist with the next steps.
Not ready yet? You can browse our Pricing or Contact sales for a consultation first.

Question 2

Are there restrictions on which virtual meeting tools I can use?

Accepted Answer

No. There is no platform lock-in. You can use any tool (Zoom, Teams, WebEx) and simply add the links to your event page via the Website Builder.

Question 3

How can I provide professional certificates (authors, attendees, etc.)?

Accepted Answer

Simply upload a certificate template for each role (e.g., Attendance, Presentation). The system automatically generates and distributes personalized certificates to all eligible recipients.

Question 4

How can I track and analyze my event's data?

Accepted Answer

Use the Statistics Dashboard for visual insights into submission and registration trends. You can also export all raw data with a single click for external analysis.

Question 5

Will my event data and website remain accessible after the event?

Accepted Answer

Yes. Permanent data hosting is included in your license at no extra cost. Your event website, submissions, and reviews remain accessible indefinitely.

Question 6

How can I link multiple events to maintain a unified brand?

Accepted Answer

You can create an Event Series to group related events under one brand. This allows for unified promotion while keeping backend management for each event independent.

Question 7

What are "Sessions" and do I need to set them up?

Accepted Answer

Sessions allow you to group submissions by topic (e.g., "AI", "Green Energy") to organize reviews.

Optional: For small or single-topic events where everything can run under one general session.
Recommended: For large events requiring subject-specific reviewer assignments.

Question 8

Can I rename "Session" to a different term?

Accepted Answer

Yes. You can customize the term to "Track," "Symposia," or "Workshop" in the session settings. This change updates the terminology across the entire platform.

Question 9

When should I set up Sessions?

Accepted Answer

Before Submissions: If you want authors to select a specific topic during upload.
After Submissions: If you prefer to analyze topics first and then manually group submissions.

Question 10

What is "Regular submission"?

Accepted Answer

This is the default, catch-all session intended for submissions that do not fit into any other specific session or are of a general topic.

Question 11

How do I distinguish Invited Speakers from general authors?

Accepted Answer

Use the dedicated "Invited speakers link". Submissions made via this link are automatically tagged as "Talk (invited speaker)" for easy filtering.

Question 12

How can I provide a submission template for authors?

Accepted Answer

You have two options:

On the Website: Upload the file via the Website Builder for public download.
In the Form: Embed the template directly in the upload step via Event Settings > Submission.

Question 13

How do I set up the submission workflow?

Accepted Answer

You can configure the event to accept Abstracts only, Full Papers only, or a Two-stage workflow (Abstract first, then Full Paper). You can also mandate specific file types like manuscript PDFs, source files, posters, or presentation slides.

Question 14

Can I customize the peer review form?

Accepted Answer

Yes. You can define marking schemes (e.g. Originality, Relevance), set recommendation options (Accept/Reject), and enforce minimum word counts for comments.

Question 15

How can I manage all submissions received for the event?

Accepted Answer

Go to the Event submissions page. Here you can filter, search, and export all submission data. You can also perform key editorial tasks directly, such as assigning editors/reviewers or notifying authors of revisions.

Question 16

What is the difference between Submitting user, Corresponding author, Presenter, and Author?

Accepted Answer

Submitting User: The account managing the upload; receives all main notifications ("To" field).
Corresponding Author: The primary academic contact (marked with an *).
Presenter: The author presenting at the event (underlined).
Authors: All contributors listed. They receive copies of notifications ("Cc" field).

Question 17

How can I quickly see if a presenter has registered?

Accepted Answer

Look for the "PR" icon next to the submission ID in the list. You can also use the filter options to view only submissions where the presenter has not yet registered.

Question 18

How can I assign multiple submissions without flooding reviewers' inboxes?

Accepted Answer

Select "Assign without email invitation". This assigns the tasks in the system without sending immediate individual emails, allowing you to send a single summary notification later.

Question 19

How do I check a reviewer's or editor's workload before assignment?

Accepted Answer

Check the "Invitation History" panel during the assignment process. It displays their active, accepted, and pending tasks to help you balance the workload.

Question 20

Does the basic submission package include full submission processing?

Accepted Answer

Yes. It covers the complete workflow: abstract/full paper collection, peer review management, decision-making, and final publication.

Question 21

Will my event have a public webpage for accepted submissions?

Accepted Answer

Yes. You can enable an online gallery to showcase accepted submissions—including titles, authors, abstracts, and posters—at no extra cost. You control whether the gallery is visible or not.

Question 22

How do I set tickets for different formats (Virtual vs. In-Person)?

Accepted Answer

Use the "Create section" function in registration settings to separate participation formats clearly. For example, create a section for "In-person" and another for "Virtual." Inside each section, you can then add tickets with their own prices, quantities, and purchase rules.

Question 23

How do I set up ticket pricing?

Accepted Answer

You can use Fixed Period Pricing (one price for a set duration) or Tiered Pricing (Early-bird, Regular, Late). The system automatically updates the price based on the date.

Question 24

How do I offer add-ons (Dinners, Workshops)?

Accepted Answer

Create items in the Add-ons section of the registration settings. You can create paid or free add-ons, and link each add-on to specific ticket types.

Question 25

Can I offer discounts?

Accepted Answer

Yes. You can create Group discounts for bulk registrations or Discount codes for targeted promotions. You can also configure whether these stack.

Question 26

Does the system handle invoices and reminders?

Accepted Answer

Yes. The system can automatically email confirmations and invoices. It also sends automated payment reminders based on the invoice due date (e.g., 5 days before).

Question 27

How can I customize the registration form to collect specific info?

Accepted Answer

Go to Registration settings > Registration information > Registration form.

Default Fields: Toggle common fields (Name, Position) on or off.
Custom Fields: Add new fields (e.g., text box, multiple choice) to collect event-specific details.

Question 28

How can I get a quick overview of my event's key registration and financial data?

Accepted Answer

The Registration overview page provides a real-time snapshot:

Top cards: High-level metrics including Revenue, Completed Registrants, and Pending Payments.
Detailed tables: Breakdowns of specific Ticket and Add-on performance (Availability, Sold, and Check-in counts).

Question 29

What is the difference between Registration orders and Custom orders?

Accepted Answer

Registration Orders: Generated automatically by attendees via the public registration form. Used for standard ticket sales.
Custom Orders: Created manually by event admins. Best for handling Sponsor fees, partner payments, or special invoicing.

Question 30

How can I manage all registration orders?

Accepted Answer

The Registration orders page is your central hub to:

Track: View status, amount, and attendee details.
Action: Send confirmation emails, issue invoices, or manually mark orders as "Completed".
Export: Download data for financial reconciliation.

Question 31

How can I create and manage custom orders (e.g., for Sponsors)?

Accepted Answer

Go to the Custom orders page and click "+Create". This allows you to generate specific invoices (e.g., "Gold Sponsorship") and track their payment status separately from your general attendee list.

Question 32

Can I correct an attendee's registration details?

Accepted Answer

Yes. Event admins can edit attendee information, ticket types, or add-ons directly via the registration details panel.

Question 33

Why must I complete "Event settings > Basics" first?

Accepted Answer

The Website builder relies on core data (event dates, location, title) to populate your templates. This ensures the design renders correctly from the start.

Question 34

What is the difference between "Preview" and "Publish"?

Accepted Answer

Preview: Only you see the site. Use this to verify changes.
Publish: Pushes changes to the live URL for the public. You can edit and republish at any time.

Question 35

What is included in the Free version?

Accepted Answer

The free version includes a single Homepage configuration. Custom pages and advanced navigation menus require a website builder license.

Question 36

Can I customize the menu navigation?

Accepted Answer

Yes. You can rename, reorder, and add new pages (up to two levels deep) via the Main Navigation panel. Note that System Default pages cannot be deleted, only hidden.

Question 37

Why is a page I created not showing on the live site?

Accepted Answer

Website visibility follows three logic rules. A page will only appear if:

It is not empty: Pages with no content are automatically hidden.
Its parent is visible: If a main menu is hidden, all its sub-pages (child pages) are hidden.
It is set to "Show" You must manually toggle the visibility status to "Show" in the navigation panel.

Question 38

Why are the "Submit" and "Register" buttons disabled?

Accepted Answer

They only appear if:

The submission or registration modules have been purchased.
The current date is within the open period.

(Note: In Preview mode, they appear disabled with a tooltip).

Question 39

Can I hide the social media links in the footer?

Accepted Answer

Yes. You can toggle off the "Follow us" section via the "Edit social links" popup.

Question 40

How do I use the "Customized section"?

Accepted Answer

This is a flexible rich-text area. You can add any content and optionally restrict visibility so only registered users can see it.

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