User Accounts

Q I have an EasyChair account but cannot access my data for a conference (or cannot access my paper submitted to a conference)

A What happens is the following. You account is associated with one or more email addresses. When another person (e.g., a programme chair or your co-author) enters your data in EasyChair she or he may specify as your email address an address A not associated with your account. If this happens, EasyChair does not understand that A is also one of your email addresses and creates a new user for that address. Please read the article on email addresses for more details.

To solve the problem you can do any of the following:

  1. Add A as your alternative email address (recommended);
  2. Ask the chair or the co-author to update your email address.

The second solution is not recommended since the same problem may happen again.

A similar problem happens when you have several accounts. In this case if you log in using one of the accounts, you will not see data from another account. You can merge the two accounts into a single one, for details see the article on account management.


Submissions

Q How can I submit a new paper?

A There are several common submission problems described below. 

  1. First of all, you should log in to the right conference. The conference acronym is always displayed in the upper left corner of the screen, followed by your current role for this conference. For example, if the acronym of the conference is LPAR 30, and you are logged in as an author, then you will see LPAR 30 (author) in that corner. It is not unusual that conference organizers put a wrong link to the conference EasyChair page on their conference Web page. If you follow such a link and the conference acronym is not there, you should inform the organizers.
  2. If you follow a submission link from the conference Web site and see "Submission for this conference is closed", the conference does not accept new submissions. If this happens and you believe this is a mistake, you should contact the conference organizers.
  3. If you successfully logged in to your conference but the role displayed is different from author, you should follow the menu tabs <conference acronym> -> Change role. It will show you all the roles you have for this conference. If author is not among these roles, then the conference does not accept new submissions. Again, if this happens you should contact the conference organizers.
  4. Suppose you are logged in as an author of the right conference. To submit a new paper you should click on the menu tab "New Submission". If there is no such menu tab, then the conference does not accept new submissions.
  5. If you see the "New Submission" tab, click on it and follow the instructions. You will have to fill out information about your submission and possibly upload some files. The submission form and file uploads are configured by the conference chairs
  6. If you fill out the form correctly (so that EasyChair displays no error messages), pressed the "Submit" button and nothing is happening for a long time, the problem is most likely a broken or a very slow Internet connection. In this case all you can do is to try again.

If the paper is submitted successfully, it will appear on your menu when you are logged in as an author. If you have a single submission for this conference (say with number 27), you will see a menu tab "Submission 27". If you have more than one submission, you will see the menu tab "My Submissions".

If nothing else works, you can contact conference chairs, they can always submit on your behalf. Please do not ask us to submit a paper for you: we never interfere in conference management and never change data for a conference. Chairs are the only people who can help you with paper submission.

Q Has my paper been accepted?

A Ask chair of your conference.


Review Requests

Q I received a request to review a paper for a conference but cannot find this paper when I log in to this conference.

AThere are two possible causes for this problem. First, you should check if the email address to which the invitation was sent is an email address registered with your account (see the "User Accounts" section)

Second, each review request expires after some time. It can also be deleted by the program committee member who sent you this request.

  1. If you successfully logged in to your conference but the role displayed is different from subreviewer, you should follow the menu tabs <conference acronym> -> Change role. It will show you all the roles you have for this conference. If subreviewer is not among these roles, then the review request is either expired or deleted.
  2. If you could log in as a subreviewer, you will find all currently active review requests under the menu tab "Review requests". If the request is there, then you are done. If not, then the review request is either expired or deleted.

If you find out that the request is expired or deleted but you are going to write a review, you should contact the program committee member who sent you the review request. He or she can restore the request.


Programme Committee Members

Q I received an email that I am on the programme committee of a conference but when I log in to this conference the system only recognises me as an author

A When programme chairs add you to the programme committee, they specify your email address. Since the system cannot recognise you as a PC member, the email address entered by the chairs does not belong to your account. Check the email address used by EasyChair to inform you that you were added to the programme committee and add this email address to your account as your alternative address. For more details read the article on email addresses. After you add this email address as your alternative address EasyChair will also recognise you as a PC member. You can switch between the roles of a PC member and an author by changing role.


Conflict of Interest

Q How can a PC member remove a conflict he declared by mistake?

A An ordinary PC member cannot do this since otherwise he would easily get access to information on any paper. However, a chair can remove a conflict for any PC member on her committee by following links Administration->Conflicts->View or remove.


Repeated Login Prompts

Q I click on links but EasyChair repeatedly brings me to the login page.

A First of all, you should enable cookies on your browser. EasyChair identifies users using cookies.

EasyChair will automatically terminate your session after two hours of inactivity, so it is normal that you are asked to log in again if you did not work with it for more than two hours.

If your connection was not idle for more than two hours then the problem you described is not related to EasyChair. Please consider informing your system administrators or Internet provider.


Multi-track and Single-track Versions

Q I am a program chair and my conference uses several tracks. Is it possible to change to the multi-track version of EasyChair?

A Since October 2011 the conversion between single-track and multi-track versions is automatic. If you use a single-track version, use Administration->Add Track to add a new track. As soon as you create a second track, your conference automatically becomes multi-track. Likewise, if you have more than one track and delete all tracks but one, your conference will automatically become single-track. You can read more in the article on single-track and multi-track models. Note that since January 2015 the multi-track version is no more included in the free license.