Authors & Affiliations

Submitters can easily add details of the authors and their affiliated organisations to their submissions.

Customise the data you collect for both authors and their affiliations. Allow submitters to indicate the lead author and presenters or any other setting.

Submitters will save time and improve data quality by using the auto complete feature for affiliations.

Custom Author Fields

Collect additional data about your authors.

Custom Affiliation Fields

Collect additional data about affiliated organisations.

Auto Affiliations

Save time adding affiliated organisastions.

Author Limits

Control the number of authors.

Lead Authors

Indicate which author is your main contact.

Custom Author Fields

By default, we collect the first name and last name of the author and we can optionally collect the email address too – this helps with uniquely identifying the person involved and we recommend this is a mandatory field in almost every project we run. But you may need more information on each of your authors. For example, you may wish to know their title, their middle name or initials, how they wish to be addressed or their preferred name.

You are able to use any of our existing question types to collect additional information about the author. This can range for a simple line of text, a yes/no toggle switch, multiple lines of rich text or a complicated multiple select drop down type of question.

You can ask as many questions as you wish but we always recommend that you try to keep the form as simple as possible and only collect information you know you will need to use.

Auto Affiliations

Firebird helps the process of adding affiliations to people by offering similar options to the text the submitter is entering. When the submitter begins to enter the name of the affiliation (or any of the fields that make up your organisations), the system compares the text to the organisations that have already been entered into the system and offers the best matches as options to the submitter. The submitter is able to choose one of the options that appears rather than manually enter all the fields for the organisation.

The submitter is able to enter the organisation in the full or normal way, this feature is designed to make the process far easier. It also has the additional benefit of removing the possibility of accidental duplication whilst also grouping more common organisations together, allowing you to produce reports or index files on individual organisations more accurately.

Organisations are only available once they have been entered into the system previously, within the same project. It is important that the organisations are entered without typos but you have tools to fix any issues, and merge any duplicates, should that happen.

You may wish to preload your project with a set number of organisations. If you are aware that a large number of your submitters and contributors are affiliated with a certain number of organisations, you can add these organisations at any time during the project for them to be offered as potential options to your submitters as they type.

Author Limits

It is normal to receive submissions that have a number of authors that have contributed to the work. Whilst there may only be a single submitter, there may be more authors that should be named in the submission. However, it is not impossible for these numbers to be considerably large, there are instances of submissions having over 50 contributing authors. You may decide that this is not something that you wish to support so you would like to apply a cap on the number of authors that can be added.

This control over the number of authors that can be added applies both to a maximum number and a minimum number. It makes sense in most events to apply a minimum of 1 author to the submission. This will ensure you have at least one person listed as an author.

You are fully in control of the restrictions you place on the data you collect, specifically in this case, the minimum or maximum number of authors that can be added to the submission.

Lead Authors

In addition to indicating which of the authors is the presenter (or are the presenters), you may wish to indicate other settings about the author. These could include which of the author(s) is/are co-presenters, who is the lead contact or for any other reason that your project requires.

Currently we able to set restrictions on a second flag or switch (with “Presenter” being the first. You are able to define the minimum and maximum number of people who can be indicated as this second flag or switch.

In most events, each person added to a submission is considered an author by default and we are then able to categorise each author further. It is rare to also use these flags or switches to indicate the person as an author (or co-author) but there are certain circumstances where this has been necessary – where the default setting or categorisation of a person added to a submission should not be an author. The system allows you to define the flags and switches you need to categorise the authors as your project dictates.

The language and labels used in each event can be unique to your event and we are able to change the label to match your usual language. So if you would rather indicate the “Speaker”, “Chair”, “Co-Chair” or anything else, please just let us know.

Need some help?

Talk to us

Every event is different and it can be confusing knowing what you need for your particular project.

We also understand that for first timers, the entire process can be extremely daunting which is why we provide more than software. For us, it's about giving you a personalised service too.

Come and talk to our experts who have personally supported thousands of events across every imaginable industry and academic subject.

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