Once scoring is complete, it's time to make decisions: which submissions are accepted, rejected, or waitlisted. This guide walks through the entire finalization workflow, from closing a round to notifying artists.
Step 1: Close the Scoring Round
When you're satisfied that enough jurors have scored:
Go to Calls → [Your Call] → Jury
On the Rounds tab, find your active round
Click the status transition control to move the round from OPEN to SCORING_COMPLETE
What this does:
Jurors can no longer submit or edit scores
All existing scores are locked
The system calculates final aggregated scores and rankings
Note: If scoring is incomplete (some jurors haven't finished), you'll see a warning. You can still proceed — decisions will be based on the scores that were submitted.
Step 2: Review Aggregated Results
After closing the round, the dashboard shows final results:
Ranked submissions sorted by average score (highest first)
Per-criterion breakdowns if using rubric scoring
Score normalization toggle to adjust for juror bias
Per-juror scores expandable for each submission
Take time to review the rankings. Look for:
Submissions with very few reviews (lower confidence)
Close scores near your acceptance threshold (may need manual review)
Flagged submissions that need additional consideration
Step 3: Make Decisions
The Finalize Jury panel at the top of the Jury page provides three batch decision tools:
Mark Top N as Juried In
Enter a number (e.g., 10) and click Mark Top N as Juried In. This accepts the top N submissions by average score.
Use when: You have a fixed number of slots (e.g., "we can hang 25 pieces").
Mark Mean ≥ X% as Juried In
Enter a percentage threshold (e.g., 75) and click Mark Mean ≥ % as Juried In. This accepts all submissions whose average score meets or exceeds that percentage of the maximum possible score.
Use when: You want quality-based selection rather than a fixed count.
Mark Others as Juried Out
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After marking acceptances, click Mark Others as Juried Out to reject all remaining submissions that weren't accepted or waitlisted.
Manual Decisions
You can also make individual decisions from the Submissions tab:
Click on any submission to view its detail
Change status to Accepted, Rejected, or Waitlisted
Acceptance Quota
If you've set an acceptance quota (under jury configuration), the dashboard shows "Accepted: X (quota: Y)" so you can track how many slots remain.
Step 4: Advance to Next Round (Multi-Round Only)
If you're running multiple rounds:
The round transitions to REVIEWING_RESULTS after scoring completes
Review which submissions should advance
The advancement rule you configured (top %, top count, score threshold, or manual) determines which submissions move forward
Click to advance — selected submissions get isAdvanced: true
The round transitions to ADVANCED, then CLOSED
Create or open the next round — only advanced submissions will appear
Tie-breaking: When submissions are tied at the advancement cutoff, the system uses generous tie-breaking (includes all tied submissions).
Step 5: Send Decision Emails
Once decisions are finalized:
Click Send Juried In Emails to notify accepted artists
Click Send Juried Out Emails to notify rejected artists
What artists receive:
Acceptance emails include the call title, organization name, and any next steps you've configured (custom email templates)
Rejection emails are respectful and can include custom messaging
Waitlisted artists receive a separate notification with their position
Important: Review your email templates before sending. Go to Calls → [Your Call] → Settings to customize acceptance, rejection, and waitlist email templates.
Artist Feedback Visibility
Below the Finalize panel, you can toggle Show Scores to Artists. When enabled:
Artists can see their average score and per-criterion breakdown in their submissions dashboard
This is optional and can be enabled at any time after decisions are made
Juror identities are never revealed to artists (only aggregate scores)
What Happens After Finalization
Accepted submissions have their status changed to ACCEPTED
Rejected submissions are changed to REJECTED
Waitlisted submissions are ranked by score and assigned waitlist positions
If an accepted artist later withdraws, the top waitlisted submission is automatically promoted
All decisions are recorded in the audit trail with timestamps and the admin who made them
Decisions can be changed later if needed (each change is logged)
Undoing a Decision
If you made an error:
Navigate to the submission detail page
Change the status back to the desired state
The previous decision is preserved in the audit trail
Any notification emails already sent cannot be unsent — contact the artist directly if needed
Troubleshooting
"I accidentally marked the wrong submissions as accepted"
Change individual submission statuses back. The batch tools are additive — running "Mark Top 10" doesn't undo previous individual acceptances.
"An artist hasn't received their notification email"
Check the email delivery status in your organization's email analytics. Common causes:
Artist's email bounced
Email went to spam
Artist opted out of submission notifications
"I need to re-open scoring"
Once a round is closed, it cannot be reopened. If you need additional scoring, create a new round. Scores from the closed round are preserved and can inform decisions.
