Setting Up Call for Abstracts

EventHex supports academic and research events with a full Call for Abstracts system. Researchers submit abstracts, reviewers evaluate them with rubrics, and organizers approve or reject submissions.

Access Abstract Management

Go to Settings → Abstract Calling in the event sidebar (under the ABSTRACTION section).

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Create a Call for Abstracts

1. Go to Settings → Abstract Calling.
2. Click + Add New.
3. Fill in:
   • Title — the call name (e.g., “Call for Papers 2026”, “Research Abstract Submission”)
   • URL Slug — auto-generated from the title, creates the submission page URL
   • Linked Ticket — connect to a ticket type (submitters register through this ticket)
4. Click Save.

Each abstract calling gets a public URL where researchers can submit their papers:

https://your-event.eventhex.ai/abstracts/call-for-papers-2026

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Configure Submission Settings

Click the settings icon on your abstract calling to open the Abstract Form Settings modal with three tabs:

Approval Tab

Setting	Description	Default
Require Approval	Submissions need organizer approval before acceptance	On
Auto-Approve	Automatically approve submissions that meet the minimum review score	Off
Auto-Approve Threshold	Minimum score (out of 10) for auto-approval	7
Notify on Decision	Send email to submitter when their abstract is approved or rejected	On

Review Settings Tab

Setting	Description	Default
Minimum Reviewers	Minimum number of reviewers per submission	2
Maximum Reviewers	Maximum number of reviewers per submission	5
Show Other Reviews	Let reviewers see other reviewers’ evaluations	Off
Blind Review	Hide submitter identity from reviewers	Off
Flag Conflicts	Automatically flag when reviewer scores conflict significantly	Off
Conflict Threshold	Score difference that triggers a conflict flag	3

Notifications Tab

Setting	Description	Default
Notify Reviewer on Assignment	Email reviewers when they’re assigned a submission	On
Enable Reviewer Reminders	Send reminder emails to reviewers with pending reviews	Off
Reminder Days Before	How many days before the deadline to send reminders	3
Notify Organizer on Complete	Email organizer when all reviews for a submission are done	On
Confirm Submission	Send confirmation email to the submitter	On
Enable Scheduled Notification	Schedule notification emails	Off

Tip

For conferences with a large volume of submissions, enable Auto-Approve with a threshold of 7 or 8. This handles clearly strong papers automatically, and you only need to manually review borderline cases.

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Submission Workflow

Here’s the end-to-end flow:

1. Researcher submits abstract through the public URL.
2. Confirmation email is sent to the submitter (if enabled).
3. Organizer assigns reviewers to each submission.
4. Reviewers evaluate using the configured rubric.
5. Scores are calculated based on rubric criteria weights.
6. Decision is made — approve, reject, or request revision.
7. Submitter is notified of the decision.

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Best Practices

• Set clear deadlines — communicate submission deadlines prominently on the call page and in all promotional materials.
• Use blind review — for academic integrity, enable blind review so reviewers can’t see who submitted the abstract.
• Assign multiple reviewers — set minimum reviewers to 2 or 3 for fair evaluation. A single reviewer may have biases.
• Link to the right ticket — connect the abstract calling to a “Speaker” or “Presenter” ticket type so accepted submitters get the correct registration.
• Test the submission form — submit a test abstract yourself to verify the form works, confirmation emails send, and the reviewer workflow triggers.