Communicate with users

All Academic’s Convention product provides multiple tools to help you communicate with your users. These tools include:

• Automatic Email Notifications

• Bulk Email

• A Message Center

• An Invitation and RSVP System

• Social Media Sharing

Automatic Email Notifications

Some actions in the All Academic Convention software can be associated with automatic emails. For example, when a user completes the process of submitting a paper, they will automatically receive an email confirming that they have completed the process of submitting. Automatic emails can also be tied to other processes as well, including:

• Completion of a volunteer processes (such as volunteering to review, or to be the chair of a session).

• Responding to an invitation (such as an invitation to review or to present at your event).

• Proposal of a transfer of a submission from one unit/division/strand to another.

Bulk Email

The All Academic bulk email system is a very powerful and flexible communication tool. Administrators can send email messages to groups of people based on many different criteria. Bulk emails can be sent s needed, or scheduled to be sent at a specific time or at specific intervals. Examples of types of emails include:

• Notification and reminder messages to reviewers.

• Acceptance messages to submitters that can be filtered by type of submission.

• Rejection messages.

• Messages to Unit/Division/Strand Planners/Chairs/Coordinators.

• Messages to participants based on their role in a session (chairs, discussants, respondents, presenters etc.)

• Thank you letters to volunteers.

• Invitations to review.

• Invitations to present.

• Reminders to register.

• And much more.

Letters can include automatically mail-merged data allowing you to save letter templates that produce individualized letters per recipient. You messages can include far too many fields to list, but some of the most common are:

• Recipients name, and nearly any data collected about the recipient.

• Scheduling information for scheduled sessions (time, room, building, etc.).

• Title of an accepted or rejected submission.

• Titles of submissions assigned to reviewers (with or without author information).

• Type of submisison and nearly any other field collected about a submission.

• Participants, paper titles, participant email address and other information about a session.

• And much more.

Invitation and RSVP System

You can invite people to perform specific tasks and have them respond to the invitations within the All Academic system. This is a generalized system that can be used in many ways. Here are two of the most common use cases:

1. Ask users to confirm that they will attend and present
   
   We have a number of clients that have had issues with people who are scheduled to present failing to show up to attend the conference.  They have greatly reduced these problems by sending a bulk email to these people and requesting they login and RSVP in order to remain on the program. We can provide a "speaker center" where they can accept of dedline the invitation to present. On completing the RSVP process we provide an interface that allows conference administrators to track the RSVP process. 
   
   If someone declines the invitation, we can either remove the person form the program automatically, or simply allow the administrators to see the declines and make the edits themselves. 
   
   
   
2. Ask revieers to commit to reviewing 
   
   Getting a large number of reciewers to comnplete their reviews can be challentging. Asking reviewers to make a commitment to complete their reviews in a timely manner before assigning then to submissions has worked well for some of our largest clients. 
   
   

Message Center

All email messages that are sent through the All Academic software are copied into the “Message Center” of both the sender and the recipient. The Message Center interface serves as a backup to the emails. This means all intended message recipients can login to their email account and see messages that were not received via email due to an incorrect email address or overly sensitive SPAM blockers, as well as messages that were inadvertently deleted. Message senders always have searchable record of what they sent.

Social Media Sharing

The online program provides options to share pages directly to Twitter, Facebook, or by using a generated shortened url.