Quickstart Guide for Admins

This Quickstart Guide will walk you through setting up Circa for your company as an Org Admin.

If you're not setting up Circa for your company, you may want to check out our other Quickstart Guides for Event Managers or Sales Reps.

Inviting your Team

Add Teammates as Members

To add new members to your Team, click the plus sign at the top of the sidebar and select  "Add New Member." You can add members individually or upload a CSV file of members. Once you've invited Team Members, each of them will receive a welcome email with a link to confirm their account and set a password.

Read more about how to invite your team members here.

Setting Permissions

When you add members to your org you will need to choose what Permissions level to give them. There are five Permissions options:

  • Org Admins are members of all teams and have full access to update all events, Org Settings, Event Calendars, Request Forms and Brief Templates.
  • Team Members (Full Access) can create, view, update and delete all events in their team. They can also access items sent into the Inbox by other Team Members or Event Staff.
  • Event Staff (Full Access) members can view and edit all aspects of their events, but cannot view or update events that they're not staffed on.
  • Event Staff (Limited Access) members can view and make limited updates to their events. For example, they can update the status of tasks they've been assigned, but cannot see the overall budget for an event.
  • Event Staff (No Access) members cannot view or update their events. If the member is staffed on all their events with No Access, they won't be able to sign into your org at all and won't receive any emails from Event, including the welcome email. Note that you can still share Event Calendars and Briefs with No Access members by publishing publicly or (using SSO) to only your company employees.

Read more about how Permissions work here.

Importing your events

If you've been using a spreadsheet to keep track of your list of events and all of your event info, you can import that spreadsheet into Event. 

Preparing your events spreadsheet

In order to import your spreadsheet of events to Event, first prepare the file (as shown in the example below) with the following steps:

  1. Remove all formatting from the spreadsheet.
  2. Create a row at the top of the spreadsheet with the event field names from Event as column headers. Event Name and Team Name are required columns.
  3. Create custom fields in Event for any of your columns that aren't fields built into Event.
  4. Read our article and follow the full instructions on preparing your spreadsheet, then export it to a CSVfile before importing.

Importing your events spreadsheet

To import a prepared CSV file, go to the Events Dashboard and click the actions menu in the upper right. Then, select "Import Events (CSV)."

Read more about how to complete an event import here.

Navigating the Events Dashboard

Once you've completed your import of events, you'll see events across your Org's Teams on the Events Dashboard by default.

  • You can get back to this view at any time by My Events, All Events or Upcoming Events in the lefthand sidebar.
  • Add or remove filters and columns by using the Filters and Columns dropdown menus to create your own view of the info and status for each event.  
  • Use the icons along the upper right to can view events as a list, calendar or map.
  • Click the actions menu in the upper right to download the current view as a spreadsheet or subscribe to your Team's events via calendar update.

Read more about using columns and filters to customize your view of the Events Dashboard here.

Publishing Event Calendars & Briefs for your company

Event Calendars and Event Briefs allow you to customize and share event lists outside of the permissions in your Org.

Shared Event Calendars

With Event Calendars you can share a list of your events that is customizable according to the information you want to share with different audiences inside and outside of your company.

You can create and manage Event Calendars by clicking the building icon at the top of the sidebar to go to Org Reports & Settings > Publishing > Event Calendars. Here you can create new Event Calendars and find any you've already created. 

When you create a new Event Calendar you can use the Design, Filters, Columns, Event Request Forms, Settings and Permissions tabs in the sidebar to fully customize your Calendar.

Read more about creating and sharing Event Calendars here.

Event Briefs

Event Briefs created within Event are a single responsive web page, Google Doc or PDF designed to present all the info that Event Staff, like on-site event mangers and sales reps, need to execute an event.

To edit the default settings for your Event Briefs, go to the building icon at the top of the sidebar to go to Org Reports & Settings > Publishing > Brief Template. There are two side tabs - Contents & Layout and Default Permissions

At the event level, each Event Brief is made from the Brief Template. To edit an individual Brief, click the actions menu in the upper right of an individual event page, or click the actions menu all the way to the right of an event name in the Events Dashboard.

Read more about creating and sharing Event Briefs here.

Using Event Request Forms

Event Request Forms enable your team to gather Event Requests in a streamlined process.

Creating Event Request Forms

To create an Event Request Form, go to the building icon at the top of the sidebar to go to Org Reports & Settings > Publishing > Request Forms. Here you can create new Event Request Forms and share existing Request Form URLs.

Read more about creating Event Request Forms here

Reviewing Event Requests

To see the submissions from your Request Form, click on the inbox icon at the top of your sidebar. It will have a blue dot next to it when there are new items in your Inbox. Then click the Requests tab.

  • Each submission creates a separate event, and you can also view the original submission 
  • You will be able to view the details of the Event Request as a regular event within Event, and the event status will be set to "Considering"

Read more about reviewing Event Requests here.

Setting up Checklist Templates

Checklist Templates let you add whole Checklists or partial Checklist Sections to events in one click. With one more click, you can also set Task and Subtask Due Dates based on event Start Dates.

  • We recommend setting up a "Templates" Team to save your Checklist Templates. 
  • Additionally, we recommend adding "[Template]" to the beginning of the Template event name, so that it will show up at the top of the Checklist import dropdown menu.

Read more about Event Checklist Templates here.

Enabling Meeting Scheduler

Meeting Scheduler streamlines the scheduling of in-person Meetings for Event Staff and Contacts. To enable Meeting Scheduler for a team, an Org Admin must first create Meeting Types.

Creating Meeting Types

Meeting Types are set at the Org level and applied to Meetings across all Events in your Org. To create a new Meeting Type, click the building icon at the top of the left-hand sidebar to go to Org Reports and Settings>Meetings.

  • Next, click the blue “Add Meeting Type” button.
  • Here you can designate a name for your Meeting Type, set a Duration, and enter a Description for the Meeting Type.

Once you have set Meeting Types, you can schedule Meetings for available staff and track Meeting Room availability. Read more about Meeting Scheduler setup and usage here.

Using the Salesforce CRM integration

You can connect your CRM with Event, enabling you to track and sync Meetings, Contacts and event info and successfully track your events ROI.

Connecting Salesforce

To connect your CRM to Event, click the building icon at the top of the sidebar to go to Org Reports & Settings > Integrations > Salesforce and then click the blue "Connect Account" button. 

Read more about setting up the CRM integration here.

Salesforce settings and field mapping

Once your Salesforce account has been successfully connected, you can now set up the following to sync directly with your Salesforce account: 

  • Event Info Sync
  • Contacts Sync
  • Meetings Sync

Read more about Salesforce settings and field mapping here.

Connecting events to Salesforce Campaigns

In order to sync Events with Salesforce, you must connect an individual Event Event with an individual Salesforce campaign. To connect an Event to a Campaign, click into the Info > CRM tab within the Event and click "Connect Campaign." 

Note that the Campaign must already exist in Salesforce.

Read more about connecting Events with Salesforce campaigns here.

Enabling Single Sign-On (SSO)

You can set up Single Sign-On (SSO) so that anyone at your company with a currently valid company email address can access Event Lists, Briefs and more, all without needing to create an Event account. 

Technical SSO Setup Instructions

To set up SSO, send this article on how to how to set up SSO to your company's IT manager.

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