Assignment of user roles

We are not sure how certain roles, such as author or presenter, are assigned in the ConfTool system.
Could you explain how user roles are assigned?

(A German version of this article is available.)

A user may have one or several different roles in ConfTool. The different functions of the user roles are explained in detail on this page:
User Roles and Statuses in ConfTool

There are two different types of roles:
1)   Roles that are automatically set because of a user’s action (e.g. by submitting a paper or by choosing a moderator for a session).
2)   Roles that can directly be assigned by authorized users (e.g. admins or chairs) to give other users additional options.


1)      Roles that are automatically set:
Several actions can be carried out in ConfTool by every user which result in obtaining a certain user role. First, upon registering in the ConfTool system every person will become a user.
The following roles will be assigned automatically to users when they or others perform certain actions in the software.

a)   Author: The status author is set once the user submits a contribution
        (This happens, too, when the submission is done in lieu of the original author).
b)   Co-author: This status is assigned to all users whose e-mail addresses match those that a submitting author enters for the other authors of a submission.
c)   Sub-Author: This status is assigned to all users whose e-mail addresses match those that a submitting author of a symposium proposal enters
        for the authors of the individual symposium papers.
d)   Discussant : This status is assigned to all users who were selected as discussants for accepted submissions.
        The discussant can be assigned by admins or chairs to individual submissions.
        This option is disabled per default. Please see: Enter discussants for conference agenda (second answer) for detailed instructions.
c)   Presenter: This status is assigned
        -   To the submitting author once the submission has been assigned the status “Accepted”.
        -   To the author or co-authors selected as “presenter” during the submission of a contribution
        (when this option has been enabled), or during the final upload of the camera-ready copy.
d)   Moderator (Session Chair): This role is set when an admin user or one of the chairs
       assigns a person as “moderator” or “session chair”
       to a session in the scheduling module of ConfTool Pro.
e)   Participant: This role is assigned once the user has registered for participation.
       NB: If the participant registration module is not installed, organizers can also set 
       this status manually to keep track of authors who did already register as participants.


2)   Roles that are directly assigned by organizers:
a)   Approved to submit: This role allows users to enter a submission also before or after the official deadline.
      This role will not work if the corresponding phase is completely deactivated and will not allow submissions to disabled tracks / submission types.
      To be able to assign this special user role, please go to:
      Overview => Settings => Settings for User Registration => Main Settings for User Registration and Management
      and activate the option "Show user statuses 'Approved to submit' and 'Approved to participate'" (see Image 4).
b)   Approved to participate: This role allows users to register for participation also before or after the official deadline.
      This role will not work if the corresponding phase is completely deactivated. To be able to assign this special user role,
      activate the option "Show user statuses 'Approved to submit' and 'Approved to participate'" as described above.
c)   Registration fees waived: Users with this status can register for participation without having to pay any participation fees.
      As described above, activate the option "Show user statuses 'Approved to submit' and 'Approved to participate'" to be able to assign this role.
d)   Reviewer: After you have allocated this role to the reviewers you can assign submissions to them in order for this role
      to become relevant. Please have a look at the documentation on How to Assign Reviews in ConfTool.
e)   Member of the Program Committee: This role includes all reviewers’ functions.
      These users can furthermore take part in the discussion in the online forum and vote for or against acceptance for each submission.
f)   ConfTool Administrator (Admin): Has access to all functions of ConfTool, especially the settings.
      This role can only be assigned by other administrators.
g)   Conference Assistant: Has extensive rights for user and participant registration, including the payments,
      but has no access to submissions and reviews.
h)   Conference Chair: Manages the academic part of the conference (authors, submissions, reviews) and has access
      to user and participant details, but not to payment details and the settings of ConfTool Pro.
i)   Chair of the Program Committee / Track Chair*: Administers the review process and sets the acceptance statuses.
      You can specify the rights of chairs in the section “Settings of Specific User Rights” on the page:
      Overview => Settings => Settings for User Registration => Main Settings for User Registration and Management
      * Track chairs replace chairs of the PC when the Track-Chair-Module is installed
j)   Editor: Checks the submissions, e.g. for format, and approves content. Editors can update the content and uploads of all submissions.
      They also have read access to all reviews and author details.
      Per default, this role is not available. You have to activate it first. Please go to:
      Overview => Settings => Settings for User Registration => Main Settings for User Registration and Management
      and enable the option "Show user status ‘Editor’".
k)   Front Desk / Registration / Student Volunteer: Assign this status to users who will administer the check-in
      of participants of your conference. They have limited access to all users and participant details.


How to assign user roles manually:

You have two options:

• Go to the List of All Users:
  Overview => User and Participant Management => List of All Users
  ... and in the right hand column "Action" click on "Edit User" (see image 2).
  On the following page "Edit User Details" go to the section "Administrative Data" and choose the user status(es) (see image 1).
• Open the User Details by clicking on the name of a user in the List of All Users:
  Overview => User and Participant Management => Users => Show User Details
  ... and in the right hand box "Actions" click on "Edit Status" (see image 3).
  On the next page, continue and assign the user status(es).