As a TEDx organizer, you can set up an online registration website free of charge using ReviewRoom. Your registration site, once set up, will allow individuals who are interested in applying to participate in your TEDx conference to submit an application online.
You can have both attendees and speakers of the conference submit applications directly through your ReviewRoom. Once the applications are received, you can then parse through the submissions and decide on who the attendees and speakers should be. ReviewRoom is a one stop shop for managing all of your incoming applications.
1) Register for a ReviewRoom account: When signing up, make sure to name your ReviewRoom in accordance with your TEDx event name. Here is an example: TEDxParis.myreviewroom.com.
Click on the button below to get started:
2) Send us an email. Once you’ve signed up, send an email to firstname.lastname@example.org and in your message, include your ReviewRoom Name/URL. Once we receive this, we will upgrade your account within 24 hours so you have full access to all of the features in the software and can start accepting applications.
In this section, we’ll run you through some of the basics that will be applicable when creating your ReviewRoom and administering it. If there’s anything that you don’t find an answer for here, feel free to email us at email@example.com for help. You can also check out some video tutorials on how to configure and manage your ReviewRoom here: ReviewRoom Video Tutorials
When you first log in, you will be in ReviewRoom’s “Design Mode” where you will go through 3 steps in order to configure your TEDx site before you actually launch it. You can start the process by clicking on the “Get Started” button.
Since your TEDx site is pre-configured to match a common setup, not too much configuration will be required. If you do need any help, please make sure to watch the instructional videos that are located at the top of each of the pages in the setup process. As always, if you have any questions, please do email firstname.lastname@example.org.
So that you understand how your ReviewRoom is configured by default, please find the process below. You will also be able to see an outline of this process when you get to your “design competition” step which will look something like the following:
As you’ll notice in the image above, there are 4 buckets. The applicants will start in the “Application Process” bucket. Once they submit their application, they will automatically move to the “Pending Review” bucket. From there, you can move them to the “Congratulations, …” or “Unfortunately, …” buckets.
Here is the process explained in a bit more detail:
a) The applicant signs up through the website. A confirmation email is sent to them to ensure that their email is correct. Once they click on the link in their confirmation email, they will be logged into the site.
b) Applicants will be asked to fill out a customizable registration form (required) and “optionally” upload a resume and a relevant video. Once they are done, they can click on the “Submit My Application” button. In case you’re wondering what the default registration form looks like (remember, it is customizable), you can see it here: default registration form.
c) Once the applicant presses the submit button, her application automatically be moved to the “Pending Review” Round/Bucket until you make a decision on her status. Now, you have the option of having as many reviewers as you’d like to look at the applications and vote on whether the applicant should or should not be allowed to attend.
d) Once the voting is done by the judges (or perhaps – just one judge if it’s just yourself), then you can move each application to the appropriate bucket of attendees and non-attendees. Once this moving is done, you can then send each group of people an email to let them know whether or not they will be attending – again, this can all be done from the system.
Once you do launch your ReviewRoom site by clicking on the big Launch button and following the step afterwards, you’ll be taken to your “dashboard” page. At this point, if you still haven’t emails email@example.com to have your ReviewRoom site receive a complimentary upgrade, please do so now. In your dashboard, you’ll be able to see which plan you are subscribed to – you’ll need to make sure that it is not the free plan.
In the dashboard, you’ll see that the link to your ReviewRoom site is listed:
You can copy this URL and then log out of the Admin section and visit that URL and try signing up as applicant yourself to see what the process will be like.
Once you’ve tried things out as an applicant, you may notice that you need to make some more tweaks, in which case, you can log out of your applicant account and log back in as an admin. Once logged in as an admin, you will be in the “Manage Your ReviewRoom” tab by default. You can then click on the “Design Your ReviewRoom” tab to modify any aspect of your ReviewRoom Site:
Once you’ve tested out your ReviewRoom site, you can link to it from your website and distribute it to potential attendees via email, twitter, facebook, etc…
You can see any application on the system, by clicking on “Applicants” in the manage tab of ReviewRoom. If you want to see the details of any application, just click on the link and you will be taken to that application. As an admin, you can modify any aspect of applications on the system just as the applicant can.
On this page, you can do a number of things including but not limited to:
I) Email applicants
II) Download all applications
III) Move applicants to different rounds/buckets
Click on the “Manage Reviewers” link to be taken to the reviewers page. If you as the admin are going to be the only judge on the system, then add yourself as a reviewer here – but make sure to use a different email address than the one you used to sign up as an admin or applicant. If you do have more reviewers that you’d like to participate, make sure to add them as well.
Once you do add these reviewers, make sure to do as the posted notice says and send these reviewers an email so that they know how to log in (i.e. so they can get the login link and their username/password):
If you’re wondering what the site will look like to Reviewers, you can just click on the “little man” icon under the “Assume Role” column to “become” that person. Clicking this icon will essentially log you into this reviewer’s account. If you are the only reviewer on the system, you can log into your reviewer account this way and perform your rankings.
Notice that as a reviewer, you can “Download” all the applications assigned to you just in case you don’t want to read them online and would rather just print everything out. Although, if you read everything online, you’ll save trees though In order to see the responses that a particular applicant submitted, click on the “Click to Show” button.
Once you’re done being the reviewer, just click on the “Back to Account” link.
Just in case you’re wondering, the default voting form that we’ve setup as part of the TEDx template is very simple and is depicted below. You can, of course, modify this form as you wish – for most TEDx events, though, this should do just fine:
Now go back to your “Manage Reviewers” screen. Notice that assignments are “off” as shown in the screenshot below. This means that any reviewer you add on the system will by default see all applications that are on the system. In the event that you have a very large number of applicants and don’t want every judge to evaluate every application, you can turn assignments “on.” By turning on assignments, you can have each of your reviewers evaluate some of the applications on the system in order to distribute the load of work. You can also have more than one reviewer evaluate an application.
The screenshot below shows where you can turn assignments “on” (it is off by default) and where the manage assignments button would appear in the event that you did decide to turn on assignments.
Based on the rankings shown in the previous step, you can choose the applicants that have been chosen to attend and move them to the “Congratulations, …” bucket. You can do this by going to the “Applicants” page and selecting the applicants the respective applicants and moving them to the appropriate round. You can do the same with the applicants who will not be attending by moving them to the “Unfortunately, …” round:
Once you’ve done that, switch your view to see the attendees (i.e. those in the Congratulations round). You can do this by first adding a filter by “round” as shown below:
You can then choose the “Congratulations, …” round and then press apply:
Finally, you can send these individuals an email to let them know that their application has been accepted and that they are invited to attend:
And that’s about it! You should also probably email those that didn’t make it and let them know that they didn’t – otherwise, they’ll be left wondering what happened which is generally not a good thing.
If you have any questions about your ReviewRoom for TEDx, do contact us at firstname.lastname@example.org. You can also check out our YouTube site for up to date video tutorials on different aspects of ReviewRoom: ReviewRoom Tutorials
As you saw in this tutorial, ReviewRoom is pretty powerful and can be customized and configured to match any online application submission and review process. If you’d like to use ReviewRoom for any process other than TEDx and would like to speak to a sales representative, do send us an email at email@example.com or just give us a call: 1-877-230-8724