As a Conference Admin you have full control over your conference — from branding and submission settings to payment methods, programme scheduling, and certificate issuance. Your conference is completely isolated from other conferences on the platform; settings you change here affect only your event.
The admin panel is accessed from the top navigation after login. The main areas are:
Navigate to Admin → Settings. Settings are grouped into tabs. Key configuration areas:
General Settings
| Setting | What it controls |
|---|---|
| Conference Name | Displayed on all pages, emails, and certificates. |
| Short Name / Acronym | Used in filenames and compact displays (e.g. Mi-SEBIT2026). |
| Conference Dates | Displayed on the landing page and acceptance letters. |
| Venue | Physical or virtual location. Shown on the landing page and in the structured data for search engines. |
| Conference Logo | Appears in the header, emails, and certificates. |
| Contact Email | Reply-to address for all automated emails sent from this conference. |
| Paper ID Prefix | When set, downloaded files are named PAPER-{prefix}_{id}_R{round}_{type}.pdf. Set to your short name. |
Submission Windows
Control when authors can submit papers and when the submission form closes. You can set independent open/close dates for:
- Submission Open — date/time when authors can start submitting
- Submission Close — deadline for new submissions
- Revision Deadline — global default deadline for author revisions (can be overridden per paper by editors)
- Camera-Ready Deadline — default deadline for camera-ready document upload
Notification Settings
Configure which email events trigger notifications. You can enable or disable emails for submission received, review invited, decision issued, camera-ready requested, and payment confirmed.
Your conference's public landing page is built from configurable sections. Navigate to Admin → Landing Page.
Editing the Landing Page
Custom Sections
In addition to the standard sections, you can add custom content blocks via Admin → Sections. Each custom section has a title, rich text body, and an optional image. Sections can be reordered by drag-and-drop.
Sponsors & Exhibitors
Add sponsor logos and links from the Sponsors tab. Sponsors are displayed in a grid on the landing page. You can categorise them by tier (Gold, Silver, Bronze, Supporter).
Navigate to Admin → Users to see all users associated with your conference.
User Roles
| Role | Access level |
|---|---|
| Author | Can submit papers, view their own paper status, upload revisions, and register. |
| Reviewer | Can see only papers assigned to them; can submit reviews and chair sessions. |
| Editor | Can see papers in assigned tracks, assign reviewers, and issue decisions. |
| Committee | Honourary role — can be listed on the conference website. No system access beyond their own submissions. |
| Conference Admin | Full conference administration. Cannot access other conferences' data. |
Assigning Roles
Committee Members
Committee members can be listed on the conference website with their name, institution, photo, and role (Programme Chair, Technical Committee, etc.). Manage them from Admin → Committee Roles.
Tracks
Tracks organise submissions by topic area and determine which editors see which papers. Navigate to Admin → Tracks.
Submission Types
Submission types define the categories authors can submit (e.g. Full Paper, Short Paper, Abstract, Poster). Navigate to Admin → Settings → Submission Types.
| Field | Description |
|---|---|
| Label | Displayed to authors in the submission form (e.g. "Full Paper"). |
| Min / Max Pages | Page limits for this submission type. Displayed to authors as guidance. |
| Free Pages | Pages included in the base registration fee; extra pages incur a per-page charge. |
| Extra Page Fee | Fee in MYR and USD for each page beyond the free page count. |
| Is Abstract Type | If enabled, the type is treated as abstract-only (no manuscript required at submission). |
Presentation Formats & Publication Preferences
Define the available presentation formats (Oral, Poster, Virtual, Hybrid) and publication preferences (Proceedings, Journal Extension, Scopus, etc.) from the same Settings section. Authors select from your defined options during submission.
Review Criteria
Define the scored review dimensions that reviewers must evaluate. Navigate to Admin → Review Criteria.
Rubrics
Rubrics are scoring guides that help reviewers apply consistent standards. Navigate to Admin → Rubrics. For each criterion, you can add descriptors for each score point (e.g. "5 = Excellent: work is a significant advance, thoroughly evaluated"). Rubrics are shown to reviewers as hover-text on each score button.
Assigning Papers to Editors
After a paper is submitted, it must be assigned to an editor. Navigate to Admin → All Papers, find papers in status "Submitted", and assign each to an editor from the Assign Editor dropdown. The editor is notified by email.
Alternatively, enable auto-assignment based on track — the system assigns papers to the designated track editor automatically when a paper is submitted.
Navigate to Admin → All Papers to see every submission across all tracks. You have full access to all papers regardless of track assignment.
Paper List Actions
- Filter by track, status, submission type, or date range
- Search by paper title or author name
- Bulk export paper data to CSV/Excel
- Assign editor directly from the list
Paper Detail (Admin View)
Click any paper to open its full detail view. Unlike the editor view, the admin view shows:
- All reviewer identities (even in double-blind conferences)
- The complete review history including confidential comments
- All uploaded documents (all revision rounds)
- The paper's activity log
- Custom Paper ID field — you can assign a sequential number here (e.g.
00001) which is used in download filenames
Paper Payments & Invoices
From the Paper Detail page, the Payments tab shows registration fees associated with this paper. You can view payment proofs, mark payments as verified, and issue invoices from here. See also Section 8 for the Registrations overview.
Best Papers & Awards
Navigate to Admin → Best Papers to nominate and select best paper awards. For each award category (Best Paper, Best Student Paper, Best Presentation), select the winning paper from a list of eligible submissions.
Pricing Configuration
Navigate to Admin → Pricing to define the registration fee structure.
Payment Methods
Navigate to Admin → Payment Methods to manage how authors pay their registration fees. Each payment method is shown on the public conference page and in the author's registration portal.
Verifying Payments
Navigate to Admin → Registrations to see all registration records. For each registration:
- View the uploaded payment proof (receipt image)
- Check the transaction reference against your bank records
- Click Verify Payment to mark as Paid — the author receives a confirmation email
- Or Reject with a reason if the proof is invalid — the author is notified to resubmit
Navigate to Admin → Sessions to build the conference programme.
Creating Sessions
Attendance & Check-in
If the Attendance module is enabled, participants can be checked in via QR code scan at the conference venue. Navigate to Admin → Attendance to view and manage attendance records, or use the Scan feature on a mobile device to scan participant badges at the door.
Engagement & Q&A
If the Engagement module is enabled, attendees can submit questions for each session through the conference portal. You can moderate questions from Admin → Engagement.
Navigate to Admin → Feature Modules to enable or disable optional conference features. Each module is conference-specific — enabling one does not affect other conferences.
Navigate to Admin → Export or use the export buttons within each module list.
Available Exports
- Papers export — all paper metadata (title, authors, track, status, decision, scores) as CSV or Excel
- Registrations export — all registration records with payment status
- Reviewer workload — reviewer names, assigned papers, completed reviews, average score
- Attendance report — participant check-in records by session
- Financial summary — registration fees by category, payment method, and verification status
Activity Log
Navigate to Admin → Activity Log to see a timestamped history of all actions taken in your conference — paper status changes, editorial decisions, user role changes, setting modifications, and payment verifications. Useful for audit and dispute resolution.
Downloading Documents
From the Paper Detail page, download individual documents by round and type. The filename follows the conference's naming convention — PAPER-{prefix}_{id}_R{round}_{type}.pdf when a conference prefix is set. You can also bulk-download documents from the All Papers export.
Certificates
Navigate to Admin → Certificates. When the Certificates module is enabled, the system can generate personalised certificates for:
- Participation — all registered and attended participants
- Presentation — authors who presented accepted papers
- Review — reviewers who submitted at least one review
- Best Paper — winners of best paper awards
Digital Badges
Navigate to Admin → Badges. Badges are visual digital credentials. Configure badge types (Presenter, Reviewer, Organiser, Participant) with custom designs. Badges can be downloaded by recipients from their account or shared on social media.