Step 1 · Submissions
Abstract submission software
What is abstract submission software?
Abstract submission software gives authors a structured form for sending conference abstracts — title, abstract text, authors, affiliations, track, keywords and presentation preference — and checks each entry against the conference’s rules as it arrives. Organizers get one list with a reference number and a status for every submission, ready to export and to move into peer review.
The submission form is generated from your call’s settings, so it only asks for what you asked for — and it checks every rule before a submission is stored, not after.
At a glance
- Submission form on your conference website, no author sign-in
- Live word count against the call’s limit
- Co-authors with affiliations, email and presenting flag
- Track, keywords and presentation preference
- A reference number for every submission
- Submissions list with counts by status
- Withdraw on an author’s request; nothing is ever deleted
- CSV export of every submission
What authors fill in
- Title, up to 300 characters, and the abstract itself, within your word limit.
- The submitting author’s name and email — always required, because it is how you reply. The submitting author is listed first.
- Co-authors, each with a name and, if your call asks for them, an affiliation and an email address. Any author can be marked as presenting.
- The submission type, chosen from the ones your call offers.
- A track from your list, up to 10 keywords, and a presentation preference of oral, poster or either — each only if your call uses it.
Want to see the full field list, with help text you can reuse in your own call? The abstract submission form template lays it out and can be downloaded.
Checked as it arrives, with the reason next to the field
Each rule in the call is checked twice: on the form while the author types, and again on the server before anything is stored. The two use the same rules, so an abstract the form accepted is never refused afterwards for a reason the author could not see.
- Too long: “Keep the abstract to 300 words or fewer.” Words are counted as text separated by spaces — the word count checker uses the same rule.
- Too many co-authors, or co-authors on a call that takes none.
- A missing affiliation when affiliations are required for every author.
- A track that is not on your list, or no track when one is required.
- A submission type your call does not offer.
A reference for every submission
When a submission goes through, the author sees “Abstract received” and a reference such as ABS-7K2M9Q. The reference follows the abstract through every later step — the reviewers’ queue, the committee’s decisions, the program and the abstract book — so an author, a reviewer and the organizer can all talk about the same piece of work without quoting its title.
One list for the organizer
In the event workspace, every submission appears in one list with its reference, title, authors, track, presentation preference and status, with counts across the top. Open one to read it in full.
Before review starts, the one change an organizer can make is to withdraw a submission — for example when an author asks. Nothing is ever deleted: a withdrawn abstract stays in the list, marked withdrawn, so the record of what was submitted is complete.
| Status | What it means |
|---|---|
| Submitted | Received and waiting for review. |
| Under review | Assigned to reviewers. |
| Revision requested | The committee has asked the authors for changes. |
| Accepted | Accepted by the committee; becomes a presentation. |
| Not accepted | Declined by the committee. |
| Withdrawn | Taken out at the author’s or organizer’s request. |
Export when you need a spreadsheet
The export is a CSV with one row per submission: reference, status, title, submission type, track, keywords, presentation preference, submitting author and email, all authors, affiliations, word count, the abstract text and the submission time in the call’s time zone. It is there for the committee member who wants to read offline — the workflow itself does not need it.
Straight into peer review
The list you are looking at is the one reviewers are assigned from. Conference peer review software covers blinding, conflicts of interest and scoring; call for abstracts software covers the call these submissions answered.
Frequently asked questions
What does an author receive after submitting?
A confirmation on screen with the submission’s reference number, which identifies the abstract at every later step. WebMobi does not send a confirmation email for abstract submissions, so the page asks authors to keep the reference.
Can an author edit a submission after sending it?
Not directly — there is no author login to return to. If an author needs to change something, the organizer can withdraw the submission so the author can send a corrected one before the call closes.
How are words counted?
As pieces of text separated by spaces, on the form and on the server alike. A hyphenated term counts as one word. The title, authors and keywords are separate fields and are not counted.
Can we get the submissions into a spreadsheet?
Yes. The submissions list exports to CSV with every field, including the abstract text and the submission time.
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