January 06, 2026 | 4 min read
This blog provides a functional overview of the Eventact Abstract Management System. It outlines the system setup, user roles, and the end-to-end workflow from the initial Call for Abstracts to final decision-making and digital display.
- Call for Abstracts and Submission |
- Review Process and Evaluation |
- Results Aggregation |
- Agenda Building |
- Poster and E-Poster Management
1. System Overview and User Roles
The system is built to be flexible, allowing the organizers to customize the process and settings to match the specific needs of their event.
- Conference / Event Organizer: The administrator who manages the system. The organization sets up the abstract structure, topics, deadlines, and the rules for the review process.
- Abstract / Paper Submitter: The participant who submits a proposal or paper for consideration.
- Reviewer: An expert assigned to evaluate submissions. Reviewers provide scores or written feedback based on the criteria set by the organization.
2. Call for Abstracts and Submission
The submission phase is managed through an online form. Organizers use the Eventact form builder to create the specific abstract submission process the event requires.
The Submission Form
The form includes specialized, predefined fields designed specifically for abstract management. Organizers have full control over which fields are required and which are optional. Key components include:
- Authors and Institutes: Dedicated fields to capture primary authors, co-authors, and their respective organizations.
- Abstract Text: A structured area for the main body of the proposal.
- Topic Selection: A mandatory step where submitters choose a Main Topic and Subtopic to ensure the paper is routed to the correct reviewers.
- Presentation Type: Selection of format (e.g., Oral, Panel, Poster, or other custom formats).
- Custom Fields: Any additional unique data points required by the organization for that specific event.
3. Review Process and Evaluation
The review process begins once the submission window is closed and reviewers have been assigned their work.
Adding Reviewers
To add reviewers, go to Reviewers & Committee Members and click Edit. Then, select Add Reviewer and fill in all the required details for each reviewer.
You can also set Committee members who will be responsible for final decision to accept or reject an abstract.
Tip: To remove a reviewer, select them from the list and click the three dots next to the Edit button.
Sending Reviewers Their Login Link
Start by creating a letter in the Reviewer Messages section ( Reviews > Messages). Within the message content, include the token {Reviewer.LoginLink} – this will generate each reviewer's personal login link.
Once the message is ready, go to your Reviewers List, select the relevant reviewers (or all), and use the Bulk Actions menu to send the message.
Reviewer Assignment
The organization can distribute abstracts for review manually, automatically, or using a combination of both:
- Manual Assignment: Organizers can use the system interface to browse the list of abstracts, select specific ones, and assign them to a chosen reviewer.
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Automatic Assignment: The system can automatically distribute abstracts based on smart logic, including:
- Expertise Matching: Matching the reviewer’s specialized topics with the topics selected by the submitter.
- Reviewer Limits: Respecting a maximum number of abstracts per reviewer to prevent burnout.
- Balanced Allocation: Ensuring the workload is distributed evenly across the entire review committee.
Set Up Reviewers' Portal
Configure information and options available to reviewers (Go to Reviews > General Settings):
- Decide if reviewers see authors' details and if reviews determine abstract acceptance.
- Enable reviewers to request the author to edit the abstract and resubmit it; add remarks for the chairperson or secretariat; exchange messages about the abstract with other reviewers, etc.
- Separate settings for the Committee members:
- To preview the portal, click a reviewer’s profile, navigate to the “About” tab, and use the “Login as Reviewer” link.
Add custom review questions if needed.
Scoring and Feedback
Reviewers log in to a secure portal to see their assigned abstracts. They provide evaluations using the method chosen by the organizer:
- Numeric Scoring: Rating based on a scale (e.g., 1 to 10).
- Criteria-Based Evaluation: Rating the paper on specific qualities (e.g., Originality, Clarity).
- Comments: Written feedback for the committee or the author.
4. Results Aggregation and Decision Making
The system collects all reviewer data to help the chairperson, committee, or organizers make final choices.
- Data View: Organizers can see a list of all abstracts with their average scores and reviewer comments.
- Final Decisions: Based on these results, the organization sets a final status: Approved, Rejected, or Change of Presentation Type.
5. Agenda Building
Once abstracts are reviewed, Eventact provides a tool to create and publish the event agenda.
Agenda Creation Features
- Hierarchical Structure: Create sessions and individual lectures within those sessions.
- Complex Scheduling: Full support for multi-day events and multiple lecture halls simultaneously.
- Seamless Integration: Pull approved abstracts and speaker profiles directly into the schedule.
- Sponsor Support: Include and manage sponsor logos within the agenda to highlight event partnerships.
Display Features
The published agenda is interactive and designed for attendee engagement:
- Personal Agenda Builder: Attendees can select specific sessions to create their own custom schedule.
- Expandable Agenda: Users can expand sessions to view full lecture abstracts, speakers, and more details.
- Search and Filter: Tools to find specific content by searching for lecture details or filtering by topic and hall.
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Support for Onsite Display:
- Hall-Specific Displays: Screens at each lecture hall that automatically show the agenda specific to that room.
- Dynamic Updates: Automatically display “Current” and “Next” lectures based on the live time.
6. Poster and E-Poster Management
Approved posters follow a special process for digital upload and display across multiple platforms.
Approval and Permissions
When a poster is approved, the system automatically gives the submitter E-Poster Permission. This allows authorized abstract submitters to upload poster files.
Upload and Authentication
- Secure Link: The submitter receives a private link to upload their file.
- Login: The user must log in to the system to ensure the upload is secure.
- File Submission: The submitter uploads their digital poster (such as a PDF or image).
E-Poster Display Options
- Onsite E-Poster Viewer: A dedicated interface designed for onsite use by attendees at the physical venue.
- Event Website: E-posters can be seamlessly integrated into the event website.
- Event App: Attendees can access and view all e-posters directly within the Eventact Event App.
Summary
Eventact’s Abstract Management System provides an end-to-end solution for managing academic and professional submissions. From a configurable Call for Abstracts and structured submission forms, through reviewer assignment and evaluation, to data-driven decision-making and agenda creation, the system supports all stages of the abstract lifecycle. With built-in tools for scheduling, digital agenda publishing, and poster and e-poster management across onsite, web, and mobile platforms, Eventact enables organizers to run a transparent, efficient, and scalable abstract process while delivering a seamless experience for submitters, reviewers, and attendees alike.