As a review team administrator, you can manage reviewer assignments in the Portal for teams you administer. You see assignments for your teams only; if another team is named on an assignment, you cannot see or change it.
Prerequisites
- You must be a review-team administrator for at least one team in the space, and you must switch to the administrator view.
- Your space's review settings must allow team administrators to manage reviewers. If that setting is off, you will not see Assign Reviewer or Edit Reviewer anywhere.
See Who Is Assigned
Open a submission from your administrator view and check its reviewer list. Each row shows the reviewer, round, submission date, and, after they review, their score and recommendation. If a reviewer has declined, their row shows a red declined label. If no reviewers have been assigned, the list says No reviewers found for this submission. If you see a status label such as Submitted on the submission itself, that describes the submission or abstract’s status, not whether that reviewer has finished their review.
A submission usually becomes visible to its assigned reviewers only after its status is Submitted. A submission in Draft status is not shown to reviewers, even if reviewers are already assigned to it.
Use the filters above the list to narrow the rows by bucket, round, or part of a reviewer’s or submission’s name. These filters only narrow the rows already on the screen; they do not change who is listed.
Assign a Reviewer
- Open the submission from your administrator submission list.
- Choose Assign Reviewer.
- Choose the Review Team: that should review it. If the space has only one team, Rhythm chooses it for you.
- Choose the Reviewer: from that team’s members.
- Choose the Role: the reviewer will hold on this assignment, and the Status: to start it at.
- Choose Save Changes.
Result
The reviewer’s assignment is created and appears in the reviewer list right away.
Warning
If the team you choose gets its members from an organization or a committee instead of a fixed list, the Reviewer: field has no one to choose. That is normal for organization- and committee-based teams because they do not have an explicitly stored member list. Choose a manually built team instead, or ask an administrator to add one.
Change or Remove an Assignment
You can change an assignment if the reviewer has not submitted their review yet. Open the submission, find the reviewer’s row, and choose Edit Reviewer. You can change the round, team, role, or status. If you set the status to declined, also choose a Decline Reason:. Choose Save Changes when you are done.
To take a reviewer off a submission, open Edit Reviewer for that assignment and choose Remove Reviewer. Rhythm asks Are you sure? before it removes the assignment. Removing a reviewer does not notify them, and nothing records why they were removed. To replace a reviewer, remove the old assignment first, then assign the new person, because the assignment is tied to the person on it.
Side Effects and Limitations
- Changing a submission’s bucket or round is separate from managing reviewers. See Move a Submission or Change Its Status if you need to do that.
- A reviewer’s team role is not copied onto a new assignment automatically, so choose the role you want each time you assign someone.
- Rhythm does not check whether your team is supposed to review the submission’s bucket or round when you make an assignment. That means you can assign someone to a submission your team does not normally cover, so assign carefully.
If Something Goes Wrong
| What you see | What it means and what to do |
|---|---|
| Assign Reviewer or Edit Reviewer is missing | Your space’s review settings do not allow team administrators to manage reviewers here. Ask whoever configures the space to turn that setting on |
| Unable to save reviewer | Rhythm refused the save. This usually means you do not administer the team you chose, the reviewer or round on an existing assignment was changed in a way the record no longer matches, or a required field was left blank |
| Unable to remove reviewer | Rhythm refused the removal, most often because you do not administer the assignment’s team |
| The Reviewer: list never finishes loading | The team you chose gets its members from an organization or a committee, so it has no fixed member list to choose from in this panel. Pick a manually built team, or manage that reviewer’s assignment another way |
| The Review Team: list never finishes loading | This is a separate loading problem from the Reviewer: field above. The two lists load independently, so one can hang even when the other works. Reload the page, and contact Support if it keeps happening |
| The Console says all reviewers have already submitted a review, but you expected an option to add one | This message can also appear when no reviewers were ever assigned to the submission, not only when everyone assigned has finished. Check the reviewer list itself, in the Portal or the Console, before assuming every review is actually in |
Related
See "Related" in the sidebar for reviewing submissions as a team administrator more generally, scoring a review yourself, and seeing how a team’s membership is set up.