Composing & sending

Purpose

The compose window is where you write a new message or respond to one you've received. You write as one of your offices in a conference (for example CROSSAI-AIMG2026-Program Chair, or yourself as an author), address the people that office may reach, write in a rich-text (or plain-text) editor, optionally attach files, and send. Recipients get the message in their inbox and an email notification.

When you use it

Compose whenever you need to reach someone directly: replying to an organizer, answering a chair's question, or writing to a co-author. Reply, Reply All, and Forward do the addressing for you; Compose starts a fresh message.

Walkthrough

1. 1

   Click Compose (the mail-with-plus icon) to open the compose window, or use Reply, Reply All, or Forward on a message you're reading to start with the recipients and subject already filled in.

2. 2

   Choose the conference and, under Send As, the office you write as. The list shows each office you hold in that conference by its name, for example CROSSAI-AIMG2026-Program Chair, CROSSAI-MMAI2026-PC Member-R007 or Jane Doe (Author). It starts on the office of the folder or message you are in.

3. 3

   In To, click the field to see the offices you can write to, or type to search offices, reviewer ids and names. Only the people your Send As office reaches in this conference are listed, never an email address:

   • As an author: the Program Chair office of each program you have a paper in.
   • As a reviewer or PC Member: the Program Chair, Area Chair and Senior Area Chair offices of that program.
   • As an Area Chair: that program's offices and reviewers, and the authors of papers you oversee when the program is not double blind.
   • As a chair, the General Chair or the System Administrator: everyone in the conference: offices, committee members by reviewer id, and authors by name. You can also type a committee member's real name; they are added under their office.

   Use Cc/Bcc to copy others. Changing Send As empties the recipients, because another office reaches other people.

4. 4

   Enter a Subject and write the Body in the rich-text editor (bold, italic, lists, links, and more), or switch to plain text.

5. 5

   Attach files if needed, set a Priority (Low, Normal, High, or Urgent; Normal by default), and send.

6. 6

   When you start from a template, its {{variables}} fill in from the conference and program, deadlines from Important Dates. Every variable is checked as the template opens: if any has no value (for example the program has no Revision deadline), a reminder names them right away, a yellow Still to fill in before sending box keeps listing them under the message, and Send stays blocked until you type the value in. The same goes for prompts such as [WRITE YOUR MESSAGE HERE]. Or set the date in Important Dates and choose the template again.

7. 7

   Wait for the confirmation before closing the page: every recipient also gets the whole message by email, and the send finishes only when those emails are out. A message written from a template (Group Email and Email Authors included) arrives as written, with the template's header and signature. Any other message arrives in a clean card with the conference, the subject, your text and an Open in Webmail button. Either way, a line at the bottom links to Webmail, where they reply. The email never names you, so a reviewer stays anonymous. If one could not be sent, the confirmation names the address. That person still has the message in their AirBalloon inbox.

Tips