CHAIR HOW-TO: Manage User Roles

OVERVIEW

There will be times a registered CMT user will need to be added to the conference, or a user’s role will need to be modified.

CONFERENCE ROLES

The Conference roles a user can be added as, or modified to, are:
• Chair (or co-chair)
• Track Chair (not recommended for Single-Track conferences)
• Presentation Chair
• Proceeding Editor
• Senior Meta-Reviewer
• Meta-Reviewer
• Reviewer
• Settings Reader (Click here for Settings Reader)

NOTE

No emails or invitations will be sent out when adding a user to the conference.
For Multi-Track conferences, the steps are the same except you pick which track of the conference to add or modify the user role.

Important

Do not add the role of Track Chair to a user in a Single-Track conference. Make the user a Chair.

ADD A REGISTERED CMT USER TO A ROLE

Important

The user must have a valid CMT account in order to be added to the conference in whatever role the chair decides.

In this scenario, we will add the role of Reviewer to a person who already has a valid, registered CMT account. (The other roles are listed above.)

NOTE

No emails or invitations will be sent out when adding a user to the conference.

• From the ‘Chair Console’, select ‘Users’ tab, then ’Users.’

• From the ‘Manage Conference Users’ page, click ‘Actions>Add User to Role.’

• Enter the registered user’s email. Click ‘Search.’

IMPORTANT

A person without a valid CMT email cannot be added to the conference.
If an unregistered email (invalid CMT account) is entered, there will be a notification:

'User with email *xxx* was not found. A registered account is needed for this operation.'

If the email is a valid CMT account, the dialog box will show the Name and Organization of the user.

• Click 'Add This User to Conference.'

• In the 'Manage Roles' dialog box, click '+ Add Role' and select 'Reviewer.'

Note

As shown, the choice of roles availaible will be in the dropdown

• Click 'Save changes.'

• Verify the user was added to the conference with the correct role.

MODIFY A USER ROLE

NOTE

A chair cannot modify a user's profile (name, email, organization, etc.). The user must log into CMT and modify their own profile.

In this scenario, we will add the role of Reviewer to Author A A.

• From the ‘Chair Console’, select ‘Users’ tab>’Conference User.’

• From the ‘Manage Conference Users’ page, find the user whose role you want to modify. Click ‘More>Manage Roles.’

• From the ‘Manage Roles’ dialogue box, click ‘Add Role’, select ‘Reviewer’ then ‘Save changes.’

• Verify the role was added to the user

DELETE A USER ROLE

In this scenario, we will delete the role of ‘Reviewer’.

• From the ‘Chair Console’, select ‘Users’ tab>’Conference User.’

• From the ‘Manage Conference Users’ page, find the user whose role you want to modify. Click ‘More>Manage Roles.’

From the ‘Manage Roles’ dialogue box, click the “x” next to “Reviewer,’ then ‘Save changes.’

• Verify the role was deleted from the user

ADD A USER ROLE IN MULTI-TRACK CONFERENCE

Note

Track Chairs added to the role of Presentation Chair will be able to manage presentation papers from all tracks.

Adding a user role in a multi-track conference is largely the same as in a single-track conference. The difference is selecting one or more tracks you wish to assign to the user’s new role.

• In this scenario we will take this ‘Reviewer’ and add the role of ‘Meta-Reviewer’ to Track C. First click on ‘Add Role’ and select ‘Meta-Reviewer.’

• In the row of ‘Meta-Reviewer’ click the ‘Add Tracks’ dropdown and select ‘Track C.’

• Click ‘Save changes.’

ADD TRACK TO EXISTING USER ROLE

There may be times you wish to add Track(s) to an existing user role. For example, adding 'Track C' to this Reviewer.

• To add a Track to an existing user role in a multi-track conference, click the ‘Add Track’ dropdown from the row of the ‘Reviewer’ and select ‘Track C.’

• Click ‘Save changes.’

DELETE TRACK FROM EXISTING USER ROLE

There may be times you wish to remove Track(s) from an existing user role. For example, deleting Track 4 from this Reviewer.

• Click the “X” next to ‘Track-4’ in the Reviewer row. Then ‘Save changes.’