A review team is the group of people who review submissions in a bucket, round, or space. You can choose the members yourself, or, when your Rhythm account has the option turned on, build the team automatically from an organization’s contacts or a committee’s members. This page explains how to create, update, delete, and assign roles on review teams.
Prerequisites
- You need access to the space’s review setup pages.
- For an automatically built team, the organization or committee you want to use must already exist in Contacts & Organizations.
Where to Find It
Go to Spaces › [space name] › Setup › Reviews › Teams to see all review teams in the space. Select a team’s name to edit it, or select Create to add a new team.
Choosing How Members Are Assigned
Each team uses one member-assignment strategy:
| Strategy | How members are decided |
|---|---|
| Manually | You add contacts one at a time and give each person a role |
| Organization Contacts | Rhythm includes every contact from the organization you choose, with the option to include contacts from its child organizations |
| Committee Members | Rhythm includes every current member of the committee you choose |
Organization Contacts and Committee Members are available only when your Rhythm account has dynamic review teams turned on. Otherwise, Manually is the only option.
Hand-Picking Team Members
With the Manually strategy, you add each member and choose their role: Reviewer, Administrator, or Administrator/Reviewer. A hand-picked team must have at least one member, so Rhythm will not save an empty team. If you remove the last member from an existing team, add someone back or delete the team instead.
The same contact cannot appear twice on one team. If a contact is listed more than once, Rhythm refuses the save and shows a duplicate contact message.
To fill a hand-picked team quickly, select Add team members from a committee, choose a committee, and select the members you want to copy in. This copies the committee’s current members to your team one time. Later changes to the committee’s membership do not update the team automatically.
Organization and Committee Teams
With Organization Contacts, choose the organization, decide whether to include contacts from its child organizations, and set a default reviewer role for anyone who does not match another mapping. You can also map specific contact roles to reviewer roles. If a contact has more than one mapped role, Rhythm uses the higher reviewer role. If a contact has no contact role, Rhythm uses the mapping with a blank contact role, if you have one. If Rhythm cannot determine a role for a contact, that contact is left off the team.
With Committee Members, choose the committee and a default reviewer role. You can also map specific committee positions to reviewer roles in the same way. Rhythm includes only members whose committee term has started and has not yet ended.
Both dynamic strategies calculate the current member list only when Rhythm needs it, such as when reviewers are assigned. They are not saved as fixed member lists like hand-picked teams. If a dynamic team currently has no matching members, you can still save it. Assignment simply has nobody to choose from until the organization or committee has eligible people.
Tip
Rhythm keeps only the first 100 members it calculates for an organization or committee team. If your panel needs more reviewers than that, use a hand-picked team instead.
Warning
When an organization team includes child organizations, a contact who belongs only to a child organization can still be included for assignment. That same contact’s own record may not show this review team among their assignments. If you expected to see the team on the contact’s record and it is missing, check the team from this page instead.
Team Roles
Every member, in every strategy, has one of three roles:
| Role | Can do |
|---|---|
| Reviewer | Complete reviews assigned to them |
| Administrator | Manage the team’s work in the Portal, without necessarily reviewing |
| Administrator/Reviewer | Do both |
Changing a member’s role does not update the role already recorded on assignments they received earlier. Only new assignments use the updated role.
Renaming, Reordering, and Cloning a Team
You can rename a team and change its members, strategy, or mappings at any time. The same rules apply when you save changes as when you create a team, including unique members and at least one hand-picked member.
A team’s identifier is tied to the space where it was created and cannot be moved to another space.
The list includes a drag handle for reordering teams, but Rhythm always shows the list in alphabetical order by name. If you reorder teams here, you will not see that order the next time you open the list.
When a space is cloned, its review teams are copied into the new space with their member lists and strategy settings. Only the identifiers are rewritten for the new space.
Deleting a Team
You cannot delete a team while any round’s bucket assignment still names it, or while any review still refers to it. Remove those references first by reassigning the bucket to a different team or resolving the dependent reviews, then delete the team.
A team also prevents deletion of the space, contact, organization, or committee it names for as long as the team exists. If you cannot delete one of those records, check whether a review team still points to it.
Seeing a Team's Work
Open a team’s page to see its members, the buckets it is assigned to review across every round, and its reviews, including submissions still waiting on this team and any it has declined. This is the quickest way to check everything one panel is responsible for in the space.
Permissions
Creating, changing, reordering, and deleting review teams requires the day-to-day or administrator access your organization grants for Submissions review setup.
Validation and Errors
| Message or behavior | Cause | Fix |
|---|---|---|
| "Each team member must be unique; duplicate contact_ids detected" | The same contact appears twice on a hand-picked team, meaning they are already on this specific team | Remove the duplicate row; the same contact can still be added to a different review team |
| Save refused, no members | A hand-picked team was saved with no members | Add at least one member, or delete the team instead |
| "Duplicate contact_role_id entries found for organization contact options" | Two rows map the same contact role to a reviewer role | Remove or combine the duplicate mapping |
| Team will not delete | A round’s bucket assignment, or a review, still names the team | Reassign the bucket, or resolve the dependent reviews, then delete the team |