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Duosuma® Duotrope's Submission Manager

Guide to Team Management

Team Basics

How do I manage my team?

The Manage Your Team page is where you can see lists of your active team members (and pending or inactive team members, if applicable), and also where you can manage the settings for each member of your team. To access this page, you must be the Account Owner or have "Manage Team" privileges.

How many team members can I have?

As many as you need. We recommend adding everyone who will read or review submissions, as well as anyone who may need access to billing details. The size of your team has no impact on billing.

Can accounts be shared?

No. Each member of the team needs a separate Duotrope account. The sharing of login information or Duotrope accounts is against our Terms of Use.

How do I add members to my team?

The person who created the account will automatically be added as a member of the team. As the "owner" of the account, they will have full rights and privileges, which cannot be revoked.

To add someone who isn't in your Active, Pending, or Inactive Members lists, start by clicking I need to add someone who's not listed below. You'll need a valid email address for the person. After you have filled in their settings, they will be emailed a invitation to join the team. They will be prompted to log in if they already have a Duotrope account or to create an account if they don't have one, and then they must agree to join the team.

Do team members need to have Duotrope accounts? Do they need to pay for subscriptions?

To join the team, they must have a Duotrope account in good standing (not banned). However, they do not need to purchase a Duotrope subscription. They will still be able access everything they need to as a member of the team.

Team Member Settings

Basic Information

Member Email/Name: If the person has already joined the team, this will display the name that's on their Duotrope account. If they haven't yet joined the team, this is the email address for the invitation.

Account Status: The options are: Active, On Leave, or Inactive. "On Leave" is for temporary absences; they will not be assigned new submissions while on leave, but they will still be able to access the account. "Inactive" prevents access to the account altogether. (Note that Account Status cannot be changed for account owners. That is intentional, so that you can't accidentally block administrative access to the account.)

Account Level: Any (non-owner) member of the team can be set as: Reader, Reviewer, Editor, or Manager. These are primarily presets (exceptions noted below). You will still be able change account abilities on an individual basis. Also, if you don't provide a Job Title, the Account Level will be used instead as the team member's title.
Owner is a special setting. There is only one Owner per account, and that person will have all rights and privileges. (If you need to change the Owner on the account, please contact Duosuma support.)

Note: Only people at Owner, Manager, or Editor level can respond to submissions that aren't assigned to them and can change the Project, Call, and/or Type, on a submission. Also, they are the only people who can manually change the Status of a pending submission without contacting the submitter.

Job Title: Enter the team member's job title (e.g., Editor-in-chief, Managing editor, Reader, etc.). If you use the Job Title substitution in your Response Templates, the title may appear in emails to submitters.

Work Email: If you have created separate email addresses for your team members (eg: [email protected]), then enter that here, and all submission-related emails will be sent to that address instead of their personal address. Otherwise, leave this blank, and we will use the email address associated with their Duotrope account.

Account Abilities

Important Note: All account levels can read/review submissions assigned to them, even if no boxes are checked in this section. Some members of your team, such as readers, may have no boxes checked.

Manage Account: If checked, this person will be able to change global settings for the account.

Manage Billing: If checked, this person will be able to manage everything related to billing, as well as submission fee and tip jar settings. Only people with this account ability will be able to see the current Credit balance, invoices, receipts, and other billing details.

Manage Team: If checked, this person will be able to add members to the team and change settings on any member (except for the locked settings on the account owner). Members of the team without this ability will only be able to change a few settings on their own account: their Notification setting and their Send-to-Kindle Address.

Manage Projects & Calls: If checked, this person will have full control over adding, removing, and updating Projects, Calls for Submissions, and Submission Periods.

Manage Templates, Custom Questions, and Tags: If checked, this person will be able to add, remove, and modify Response Templates. Also, this person will be able to add, remove, and modify Custom Questions. Finally, if the account has Enabled Tags, this person will be able to add, remove, and modify Tags.

Can View All Submissions: If checked, this person will be able to see all submissions, including those assigned to other people, unassigned submissions, and completed submissions. If this is not checked, they will only be able to access submissions that are assigned to them.

Can See Others' Ratings and Comments: If checked, this person will be able to see the ratings and comments for a submission left by other members of the team. If you want to ensure impartial review, leave this unchecked for those who do not need to see the ratings and comments left by others.

Can See Submitters' Address Information: If checked, this person will be able to see the contact information provided for any non-anonymous submission. (Remember that you are not allowed to share or sell submitters' contact information, and you cannot add them to a mailing listing without their explicit permission.)

Can Reveal identity: This setting only applies to anonymous submissions. If checked, this person will be able to reveal the identity of an anonymous submission. (It won't be revealed automatically, but they will have the option to do so.)

Can Decline: If checked, this person will be able to decline submissions.

Can Accept: If checked, this person will be able to accept submissions (or some pieces in a submission).

Can Update: If checked, this person will be able to send updates on submissions (such as shortlist notices) and will also be able to request new files.

Can See Communications: If checked, this person will be able to see the full communication history for a submission (except for anonymous submissions, which may have details redacted to protect the identity of the submitter).

Can See Fees/Tip: If checked, this person will be able to see whether the submitter paid a fee or tip. If you want to ensure impartial review, leave this unchecked for those who do not need to see the whether a fee/tip was paid. (Note: This is only an option for accounts that are set up to receive fees and tips.)

Can Add Submissions: If checked, the person will be able to manually add submissions sent through outside channels (such as email, postal mail, or other submission managers) at a cost of 1 credit per submission.

Assignment Settings

Assignment Pool: This will only be an option if the account is set up to automatically assign submissions. (For more information, please read our in-depth guide to Submission Assignment.) If checked, this person will automatically be assigned submissions, based on the two settings below:

Assign to Categories: Select which categories of submissions this person should receive from: Fiction, Nonfiction, Poetry, Drama, Visual Art, and Multimedia. (All options will be shown. You can ignore any that don't apply to your projects.)

Assign to Projects: Select the project(s) from which this person should be assigned submissions. (If you haven't yet set up your projects, you should do that first.)

Important Note: In order to be assigned submissions automatically, both Assign to Categories and Assign to Projects must have selections.

Notification: Indicate how this person should be notified about important submission activity (such as recently assigned submissions). The options are: Daily Digest Email* (one email per day with a summary of all submission activity), Instant Email (at time of new activity, such as a new assignment), or Do not email.
Also, you can select whether the person should be notified of important new features, changes, and bug fixes using the Changelog setting, which is highly recommended for everyone at Editor level and above.
Finally, you should be aware that this team member will also be able to edit these settings on their own account.

* Note: Daily Digest emails will not begin until your first submission call is live and open to submissions. If you only have "Internal Testing Only" calls, the Daily Digest won't be sent.

Assignment Pool

For accounts set up for Automatic Assignment of submissions (Load Balancing, Round Robin, or Random), you can use the I need to manage the Assignment Pool in bulk option to add/remove people to/from your Assignment Pool in one go, instead of individually. However, keep in mind that to be eligible to be assigned submissions, each person also needs to be assigned to the Projects and Categories (fiction, nonfiction, poetry, etc.) relevant to them. (For more information, please read our in-depth guide to Submission Assignment.)

Team Activity Report

The Team Activity Report, which is linked to from the main Team Management page, shows a list of your Team Members and the following statistics for each member:

  • The date they were last active in the Duosuma system
  • The number of submissions they've been assigned
  • The number of those submissions they've completed
  • Their completion percentage
  • The average number of days it's taken them from assignment to completion
  • Their average rating (if your account uses a Rating System)
  • The number of submissions they have pending
  • The average number of days those submissions have been pending

At the top of the report, you can set the Time Frame for the report and the Sort By field.

See more Documentation.
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