CHAIR HOW-TO: Manage Tracks

OVERVIEW

WARNING

Conference chairs cannot create new tracks for the purpose of reusing the conference site for another year.
The conference site will be deleted about 6 to 12 months after the year specified in the conference URL.

The Chairs may add, modify or delete a track or tracks in their conference. It is best to do this at the outset of your conference; before any submissions or adding of PC members.
Changing the order of the tracks is not supported.

Important

Tracks act like mini-conferences within a conference. You will need to individually set deadlines, add review questions, import/invite reviewers, etc., just like you would for a single-track conference. To avoid complexity that comes with managing tracks, keep your conference as single-track and add multiple subject areas.

EDIT A TRACK

  • From the Settings page go to ‘General>Track.’

Manage Tracks

  • Click the edit icon

Manage Tracks

  • Rename the track. In this case we will rename it to ‘Submission - First Round.’ Click ‘Save.’
Important

Do not use any special characters, such as "<" in the Track name.

Manage Tracks

  • Verify the track was renamed.

Manage Tracks

ADD NEW TRACK

Note

Changing the order of the tracks is not supported.
The main track (or the first track) will always be on the top, then subsequent tracks will be in the order of newest added will be on the bottom. The screenshot shows the order added.
THIS IS NOT CHANGEABLE. Manage Tracks

  • From the Settings page, ‘General>Track,’ click ‘+Add new track.’

Manage Tracks

  • Please read the pop-up that says, ‘Are you sure subject area is not the better option? Click "OK" only if you understand the complexity to manage tracks.’

  • Click ‘OK.’

Manage Tracks

  • Enter the track name, click ‘Save.’ In this case we will name the track ‘Submission – Second Round.’
Note

Once a track is deleted you cannot create a new track with the same name. Names are always unique. A number or some other character can be added to make it a unique name.

Manage Tracks

  • Verify the track was added.
Note

Notice now there is a dropdown menu for the multiple tracks. From now on, a track must be selected before any settings can be configured.

Manage Tracks

CLONE A TRACK

When a track is cloned it copies over all settings/forms from the source track to the new track.

  • From the Settings page, ‘General>Track,’ click 'clone' icon for the track to be cloned (copied). In the below example we click the 'clone' icon for 'Hydra.'

Manage Tracks

  • Adialog box appears confirming the cloning fo the track.
    'Cloning a track will create a new track and copy over its settings and forms. Click "OK" if you want to proceed.'

Manage Tracks

  • After clicking 'OK' a new field will open to enter the name of the newly cloned track. Click 'Save.'

Manage Tracks

  • Verify the cloned track was saved in the Tracks list.

Manage Tracks

  • Verify the settings and forms are copied over correctly.

Manage Tracks

DELETE A TRACK

Important

If you delete a track that has submissions, there will be no access to any and all of those papers after deletion. Manage Tracks

Note

Once a track is deleted you cannot create a new track with the same name. Names are always unique. A number or some other character can be added to make it a unique name.

In this case we will delete the ‘Industry’ track.

  • From the Settings page, ‘General>Track,’ click the ‘x’ at the end of the row of the track to be deleted.

Manage Tracks

  • Click ‘OK’ to confirm the desire to delete the track.

Manage Tracks

  • Verify the track was deleted.

Manage Tracks

  • Verify that it was removed from the dropdown

Manage Tracks