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.
PREREQUISITE
User must have a registered CMT account
CONFERENCE ROLES
The Conference roles to which a user can be added or modified, 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
Roles are only for the conference in which the users are currently. There is no cross‑conference propagation.
WHO CAN ASSIGN ROLES
Chairs may add any user to a PC role
Chairs may invite any user to a PC role
Track Chairs may add any user to a PC role (except the role of Chair)
Track Chairs may invite any user to a PC role (except the role of Chair)
Senior Meta-Reviewers may add a user to the role of Reviewer (setting must be enabled by Chair)
Senior Meta-Reviewers may invite a user to the role of Reviewer for a specific submission (setting must be enabled by Chair)
Meta-Reviewers may add a user to the role of Reviewer (setting must be enabled by Chair)
Meta-Reviewers may invite a user to the role of Reviewer for a specific submission (setting must be enabled by Chairs)
HOW ROLES ARE ASSIGNED
- Manual (Admin): Chairs/Track Chairs add or remove roles
- Import: Chairs/Track Chairs add roles to users in bulk
- Invitation: Reviewers/Meta‑Reviewers/Senior Meta‑Reviewers via email
- Automatic: The Author role can only be assigned to a user by submitting a paper by themselves or by adding a CMT user as a co-author
Important
- No emails or invitations will be sent out when adding a user to the conference.
- Multi-Track conferences, the steps are the same, except you pick which track of the conference to add or modify the user role.
SINGLE TRACK CONFERENCES
ADD A REGISTERED CMT USER TO A ROLE
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.)
- 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
Important
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
MULTI-TRACK CONFERENCES
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.’
