EasyConferenceHub
Beginner's Guide

Getting Started with EasyConferenceHub

Learn how to create conferences, manage submissions, and coordinate peer reviews in just a few steps.

Overview

EasyConferenceHub is a comprehensive conference management platform designed for academic conferences. It streamlines the entire process from abstract submission to final paper acceptance.

For Conference Chairs

Create and manage conferences, set up themes, invite reviewers, configure registration, and oversee the entire review process.

For Authors

Submit abstracts, upload papers, track submission status, and respond to revision requests.

For Reviewers

Review assigned papers, provide ratings and feedback, all while maintaining double-blind anonymity.

Creating a Conference

1

Sign in and Navigate to Create

After signing in, click the "Create Conference" button in the header navigation. This will take you to the conference creation form.

2

Fill in Basic Information

Provide the essential details for your conference:

  • Conference Name: The official title of your conference
  • URL Slug: A short identifier for the conference URL (auto-generated if left blank)
  • Description: A brief overview of the conference scope and objectives
  • Banner Image: Upload a visual banner (recommended: 1200x400px)
  • Location & Website: Physical location and external website URL
3

Set Important Dates

Configure the timeline for your conference:

  • Submission Period: When authors can submit abstracts
  • Review Period: When reviewers evaluate submissions
  • Notification Date: When authors are notified of decisions
  • Conference Dates: The actual event dates
4

Create Conference Themes

Themes help organize submissions by topic area. For each theme:

  • Theme Name: e.g., "Artificial Intelligence", "Data Science"
  • Description: What topics fall under this theme
  • Theme Organizer: The person responsible for this theme
  • Theme Leaders: Additional people who can review and manage submissions
5

Set Status and Publish

Choose the visibility of your conference:

  • Draft: Only visible to you while you're setting things up
  • Active: Publicly visible and open for submissions
  • Archived: Hidden from public listings but accessible via direct link

Submitting Papers

Step 1: Submit Your Abstract

Start by submitting an abstract to your chosen conference:

  1. Navigate to the conference landing page and click "Submit Abstract"
  2. Select the appropriate theme for your submission
  3. Enter your abstract title, content, and relevant keywords
  4. Add all authors with their affiliations (you can include co-authors who aren't registered)
  5. Mark the corresponding author
  6. Save as draft or submit directly for review

Step 2: Wait for Abstract Review

Your abstract will go through the review process:

  • Submitted: Abstract is queued for review
  • Under Review: Theme leaders are evaluating your abstract
  • Accepted: Your abstract has been approved - you can now upload your full paper
  • Rejected: Unfortunately, your abstract was not accepted

Step 3: Upload Full Paper

Once your abstract is accepted:

  1. Go to your submission and click "Upload Paper"
  2. Upload your paper files (PDF, DOC, DOCX, LaTeX supported)
  3. Add optional descriptions for each file
  4. Submit for full paper review

Tip: You can upload multiple files per submission (main paper, supplementary materials, etc.)

Step 4: Handle Revisions (if required)

If reviewers request revisions to your paper:

  1. Review the feedback from reviewers carefully
  2. Make the necessary changes to your paper
  3. Upload the revised version with a response to reviewers explaining your changes
  4. Wait for the final decision

Reviewing Papers

For Theme Leaders

As a theme leader, you can:

  • Review Abstracts: Accept or reject submitted abstracts for your theme
  • Manage Reviewer Pool: Add reviewers to the conference pool
  • Assign Reviewers: Assign papers to reviewers from the pool
  • Set Required Reviews: Specify how many reviews are needed per paper
  • Make Final Decisions: Accept, reject, or request revisions

For Assigned Reviewers

When you're assigned to review a paper:

  1. Access your assigned papers from the Reviewer Dashboard
  2. Download and read the paper (author identities are hidden)
  3. Complete the review form with ratings for each criterion
  4. Provide constructive feedback and an overall recommendation
  5. Submit your review before the deadline

Double-Blind Review

EasyConferenceHub ensures complete anonymity: reviewers cannot see author information, and authors cannot see reviewer identities. This promotes fair and unbiased evaluation.

Managing Your Conference

Role-Based Sidebar Navigation

When you enter a conference and select your role, the sidebar updates to show role-specific navigation. For example, a conference chair sees links for Abstracts & Papers, Reviewers, Registrations, and configuration sections like Registration Settings, Payment Settings, and more.

Chair Dashboard

Get an overview of all submissions, review progress, and pending actions across all themes.

Reviewer Pool

Build your reviewer pool by inviting existing users or adding external reviewers via email.

Review Templates

Create custom review criteria and rating scales for your conference's specific needs.

Email Templates

Customize notification emails for submissions, assignments, decisions, and more.

Registration Setup

Create participant categories, add optional events, configure custom questions, and set up payment methods.

Registration Management

View and manage registrations, confirm bank transfer payments, and export attendee data.

Next Steps

Now that you understand the basics, here's what you can do next:

Create a Conference

Set up your first conference

Browse Conferences

Find conferences to submit to

Full Documentation

Detailed guides for all features

Get Support

FAQs and contact options

© 2026 EasyConferenceHub. All rights reserved.