Your New Project

Welcome to your new Firebird project.

At Firebird, we call your event, conference, award, competition etc a Project and you will see references to Project throughout the software and help articles.

In Firebird, a Project contains all the submission, reviews, messages, tickets, orders and other data that you need for the running of your event/conference/award etc.

Firebird is extremely configurable and there are lots of screens and settings available to you in your project. To help you on your way, we've put together this article to help you find the most popular tools.

Logging In

Before we get into the detail, you'll want to be able to access your project home page and browse around the different screens. You will have been sent a link to your project home page that looks something like this:

https://flame.firebird.systems/account/project

Account should be your organisation name.

Project should be the name of your event/conference/award

When you click on the link, you'll be taken to a Login & Sign Up screen.

If this is the first time you have used Firebird then you'll need to sign up for a new account, otherwise log in.

Tip

If you are having trouble logging in then try resetting your password).

Note

Signing up for a new account is a simple process!  When you are faced with the login screen, click on Sign Up, enter the email address that was used to make you an administrator (should be in the email message), choose a password and complete the sign up process.*

Project Home Page

Once you've signed in, you will be on your project home page.

Here you will get an overview of your project and will be able to navigate to the different modules and settings within your project.

Modules

Depending on your requirements, your project will have been set up with one or more modules that you need for a successful event.

Submitting

If your project needs to collect data about abstracts, papers, award applications or anything else then you'll want to find out more about our Submitting Module.

Reviewing

If your project involves the peer review of your submissions including scoring, feedback and decision making then read about our reviewing module.

Delegate Registration

If you are selling tickets and other products for your event then read up more on our commerce module.

Settings

The settings page is where your project is tailored to your event.  To find out more about the different settings, view our settings page.

What to do next

We recommend you spend some time getting to know your new project. When you are ready, these are the next steps you may wish to consider:

  1. Dashboard.
    One of the first things you will want to do is to locate the submitting dashboard (known internally as the My Submissions dashboard) and take a look at the system from the point of view of a submitter. The simplest way to find it is from your project home page - click the Settings tile to be taken to the settings page. Once there, you should find the Project Links section and all the links you need will be listed here, including the link to the My Submissions page.See 3. Settings (further down) for more information on how to change the text in the tiles, the logo/images that appear and theme that is used in your dashboard.

  2. Testing the submission process.There are two ways to test the submission process:

    • Via the My Submissions dashboard.Use the Add Submission button to follow the process the submitter would use to submit a submission.N.B. If you are logged in as an administrator, you will see many things a normal submitter won't. It is still a good way to test the submission process but it may not be representative of the submitter's experience. The only way to get a true reflection is to log in with a non-admin account.

    • Via the admin portal.Follow the simple guide to checking the submission form using the admin tools. We recommend you take a note of all the issues you come across in the submission form as you test it.  You can make changes to the submission form as you proceed, but it might be easier to make them all at once at the end of the test.

  3. Settings. All the various project settings, including deadline dates, image files, logos, documents, help instructions, welcome text, dashboard content tile text etc. can be viewed and edited from the Settings Page.

  4. Submitter’s help guide.There is a default set of instructions for both submitters and reviewers. These usually appear when the Help button is clicked from the dashboard (they appear in a slide out panel). If you are using our default settings/questions, these instructions may be adequate.  We recommend you review and edit these instructions using the Settings page as described in point 3) above. These instructions are in HTML and can include rich content such as images, colours, videos etc.

  5. Automated emails.Before you go live, you might want to check the contents of any outgoing automatic emails. Usually, the only automatic emails that are sent from the system are submission complete messages. We recommend you navigate to the Communications module, locate any automatic email (these can easily be seen by looking in the list of Message Templates under the Trigger Type column – anything that is not listed as Manual is an automatic email).  All of the content, including the header, footer/signature and body can be checked and edited.

  6. Share administration role. You can provide admin access to your colleagues using the Share function from your Settings page.

Getting Help

There are lots of screens and settings in your Firebird project and at times you may need a bit of help to find your way. There are a number of tools available to help you out.

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