Your Submission Is Ready for Review. Now You Need Reviewers.
A submission has passed your desk review and is ready for peer evaluation. You know which section of your journal it belongs to. You have identified potential reviewers who have expertise in the topic. But how do you actually invite them in OJS? How do you track their responses? What happens if a reviewer declines? How do you manage a second round of review if the author revises?
Many journal editors navigate OJS's reviewer assignment interface by trial and error, missing functionality, using the wrong workflow, or accidentally re-sending invitations to reviewers who already declined. The reviewer assignment system is the operational heart of the journal, managing it efficiently directly impacts your publication timeline and reviewer satisfaction.
This guide walks you through assigning reviewers, managing review rounds, tracking reviewer progress, and handling common challenges, written by OJS specialists who have managed thousands of reviewer assignments across journals in 20+ countries.
If you want an expert to set up and manage your OJS reviewer workflow, visit ojsguru.com for a free consultation.
Understanding the OJS Reviewer Assignment Interface
Before assigning reviewers, understand the interface where it happens.
Go to a submission in the Review stage and click the Review tab.
You will see:
Reviewer Search Box
- Search for existing reviewers by name or email
- Filter by expertise area (if configured)
- Sort by review count (see who has capacity)
Reviewer List
- Shows all reviewers in your system
- Displays their review history and current load
- Shows availability status
Assignment Section
- Where you send review invitations
- Tracks invitation status (invited, accepted, declined, submitted)
- Shows review deadlines
Step 1: Find and Select Appropriate Reviewers
Before inviting, identify reviewers qualified for this submission.
Search your reviewer database:
In the Reviewer Search Box, type:
- Reviewer name (if you know them)
- Research keywords matching the submission
- Specialty area (if you have tagged reviewers)
The system will display matching reviewers from your database.
Consider these factors when selecting:
Expertise Match Does the reviewer have knowledge of the article's topic? Check their review history or profile to confirm.
Review History How many reviews has this reviewer completed? Have they submitted reviews on time? Check the "Reviews Completed" count.
Current Load How many active reviews does this reviewer have? Avoid overloading individual reviewers. Aim for 2-3 concurrent reviews maximum per reviewer.
Declared Conflicts Has this reviewer declared a competing interest with the author? The system should flag conflicts, but verify manually.
Reviewer Availability When did they last review? Some reviewers take breaks or reduce capacity seasonally.
Step 2: Send a Review Invitation
After selecting a reviewer, send the invitation.
Click Request Review next to the reviewer's name.
A form appears with fields:
Reviewer Email
- Automatically populated if selecting from your database
- You can manually enter an email for ad-hoc reviewers not in your system
Review Type
- Standard reviewer (completes the review)
- Editor (also has editorial permissions)
- Usually select Standard
Review Round
- Which round of review is this for? (Round 1 of 1, Round 2 of 2, etc.)
- Select the appropriate round
Review Deadline
- Set the date the review must be completed
- Typically 2-3 weeks from invitation
- OJS will send automatic reminders as deadline approaches
Email Template
- The invitation email template (configured in your settings)
- Usually pre-selected and correct
- Can customize if needed for special circumstances
Optional Message
- Add a personal note to the reviewer
- Example: "We particularly value your expertise in this area and would appreciate your input"
Click Send to send the invitation.
Step 3: Track Reviewer Responses
After sending invitations, monitor responses.
In the Review section, you will see status updates:
Status: Invited
- Invitation sent, awaiting response
- Reviewer has not yet accepted or declined
Status: Accepted
- Reviewer accepted the invitation
- They can now access the submission and begin reviewing
Status: Review Submitted
- Reviewer completed and submitted their review
- You can view the review content and their recommendation
Status: Declined
- Reviewer declined the invitation
- They will not be assigned this review
Status: Request Cancelled
- You cancelled the invitation
- The reviewer can no longer access the submission
Step 4: Send Reminders to Overdue Reviewers
As the review deadline approaches, send reminders to reviewers who have not yet submitted.
In the Review section, find any reviewer with status "Accepted" but no submitted review.
Click Send Reminder to send a deadline reminder email.
The system automatically sends reminders at:
- 1 week before deadline
- 2 days before deadline
- On the deadline date itself
You can also manually send reminders by clicking Send Reminder at any time.
Best practices for reminders:
- Send the first reminder at the 1-week mark
- Be polite and understanding, reviewers are volunteers
- Offer to extend the deadline if the reviewer needs more time
- If no response after the deadline reminder, follow up directly with a personal email
Step 5: Handle Reviewer Declines
When a reviewer declines, you need a replacement.
If a reviewer declines:
Click Select Replacement to invite another reviewer.
The system will show the same search interface. Find a new reviewer and send an invitation following the same process as Step 2.
Tips for preventing declines:
- Invite 3 reviewers per submission (2 required, 1 backup)
- Assign reviewers fairly so no one is overloaded
- Build strong relationships with your reviewers, they are more likely to accept if you recognize their contributions
- Provide positive feedback after reviews ("Thank you for the thoughtful review")
- Consider sending annual appreciation emails to active reviewers
Step 6: View and Manage Submitted Reviews
Once reviewers submit their feedback, manage the review content.
In the Review section, click View Review under a reviewer's submitted review.
You will see:
- The completed review form with all answers
- The reviewer's recommendation (Accept/Revisions/Reject)
- Any comments for the editor
- Any comments for the author (though author names are hidden from reviewers)
After reading all reviews:
Click Make a Decision to record your editorial decision:
- Accept, article will be published
- Minor Revisions, author must make small changes
- Major Revisions, author must revise significantly and resubmit
- Decline, article is not accepted
Step 7: Manage Multiple Review Rounds
If you request revisions, the submission returns to the Review stage for a second round.
For Minor Revisions:
The author uploads a revised manuscript. You can:
- Ask the original reviewers to quickly verify changes were made
- Send only to one reviewer instead of two
- Accept revisions without re-review if changes are clearly adequate
Click Request Review again to invite reviewers for the revision round.
For Major Revisions:
The author uploads a substantially revised manuscript. You should:
- Send to the original reviewers for a full second review
- Consider sending to one new reviewer to verify changes address major concerns
- Use the same structured review form
Set a new review deadline (typically 2-3 weeks) and repeat the assignment and tracking process.
Step 8: Track Overall Review Progress
Monitor the status of all ongoing reviews from your dashboard.
Go to your Editorial Dashboard (the main editor view).
You will see:
Active Reviews
- All submissions currently in review
- Days remaining for each review deadline
- Number of reviews completed/pending
Overdue Reviews
- Reviews past their deadline
- Reviewers who have not responded
- Action items for follow-up
Recent Reviews Submitted
- Reviews completed in the last 7 days
- Quick access to view and make decisions
Use this view to identify bottlenecks and follow up on overdue reviews.
Step 9: Manage Reviewer Workload
Prevent reviewer burnout by distributing reviews fairly.
Track reviewer assignments:
Keep a simple spreadsheet:
- Reviewer name
- Number of current reviews
- Number of completed reviews (lifetime)
- Last invitation date
- Availability status
Assignment rules:
- No reviewer should have more than 3 concurrent reviews
- Experienced reviewers can handle 4-5, but only if they agree
- Rotate invitations among your reviewer pool, don't over-rely on favorites
- Take breaks between inviting the same reviewer (at least 4-6 weeks)
Recognize and reward:
- Send thank-you emails after each review
- Publish an annual "Reviewers" list acknowledging contributions
- Offer small perks (discounts on article processing fees, etc.)
- Provide genuine feedback on the quality of their reviews
Step 10: Document Your Review Decisions
After collecting all reviews, document your decision.
In the submission record, go to Editorial History tab.
Record:
- Date of decision
- Which reviews influenced your decision
- Your reasoning (for future reference)
This documentation is essential if:
- An author appeals your decision
- You need to explain decisions to DOAJ evaluators
- You're training new editors on your standards
Common Reviewer Assignment Mistakes
Mistake 1: Inviting reviewers with conflicts of interest
You invite a reviewer who is a collaborator or competitor of the author. Conflicts compromise review objectivity.
Fix:
- Ask reviewers to declare conflicts upfront
- Check submission author affiliations before inviting
- Use a conflict-of-interest database if your journal is large enough
Mistake 2: Setting unrealistic review deadlines
You give reviewers only 1 week to complete a 50-page manuscript. They decline or submit hastily.
Fix:
- Standard deadline: 2-3 weeks
- Complex submissions: 4-6 weeks
- Always allow the possibility of extension
Mistake 3: Not following up on overdue reviews
Reviewers miss deadlines and nobody reminds them. Review sits incomplete for months.
Fix:
- Set automatic reminders at 1 week and 2 days before deadline
- Follow up personally if still pending after deadline
- Be willing to extend deadlines for reviewers who request
Mistake 4: Overloading reviewers
Your favorite reviewer gets invited repeatedly. They burn out and stop responding to invitations.
Fix:
- Track how many concurrent reviews each reviewer has
- Limit to 2-3 simultaneous reviews maximum
- Take breaks between inviting the same reviewer
Mistake 5: Inviting only inexperienced reviewers
To be fair, you invite many junior researchers. But their reviews lack depth.
Fix:
- Balance junior and senior reviewers
- Pair a junior reviewer with a senior reviewer
- Provide mentorship and feedback to junior reviewers
OJS Reviewer Assignment Best Practices
Set clear expectations
When inviting, explain:
- Expected review length
- Review form they will use
- Timeline for completion
- How their review will be used
Make it easy to review
- Provide direct links to the submission
- Ensure the manuscript is in an easy-to-read format
- Include author guidelines and scope statement for context
Provide feedback
- Tell reviewers whether their review led to acceptance/rejection
- Recognize excellent reviews
- Provide guidance to improve reviews if needed
Build long-term relationships
- Invite the same good reviewers repeatedly
- Thank them with recognition or small gifts
- Ask for their input on journal direction
When to Call in a Professional
OJS reviewer assignment is something most editors can manage, but some journals benefit from professional support:
- You have 100+ submissions per year and need systematic reviewer management
- You want to train staff on optimal reviewer assignment practices
- You need help building and maintaining a strong reviewer database
- Your review process is inconsistent or inefficient
- You are preparing for DOAJ evaluation and want to demonstrate rigorous reviewer management
OJS Guru manages reviewer workflows for high-volume journals, including reviewer database development, assignment optimization, and process documentation.
👉 Get a free consultation at ojsguru.com
Summary
Assigning reviewers and managing review rounds is the core operational function of any journal. The 10 steps covered in this guide take you from selection through decision-making:
- Find and select appropriate reviewers
- Send review invitations with clear deadlines
- Track reviewer responses (accepted, declined, submitted)
- Send reminders to overdue reviewers
- Handle reviewer declines with backup invitations
- View and manage submitted review content
- Manage multiple review rounds for revisions
- Track overall review progress from your dashboard
- Manage reviewer workload to prevent burnout
- Document your final editorial decisions
Done correctly, your review process will be efficient, transparent, and fair, building a strong reviewer community that supports your journal's growth.
If you want expert support managing your OJS reviewer workflow, contact OJS Guru at ojsguru.com. We optimize reviewer processes for journals of all sizes.
OJS Guru is a professional Open Journal Systems service provider specializing in OJS installation, customization, migration, and technical support for research journal publishers in 20+ countries. Visit ojsguru.com to request a free consultation.
