This Quickstart Guide will walk you through using Circa for the first time as an Event Manager.
If you're not an Event Manager or in a similar role at your company, you may want to check out the Quickstart Guides for Admins or Sales Reps.
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.
Setting up your first Event
To create your first event, go to the top of the lefthand sidebar, click the plus symble and select "Create New Event."
Publishing Event Calendars & Event Briefs
Event Calendars and Event Briefs allow you to customize and share event lists outside of the permissions in your Org.
In addition to the Events Dashboard, Org Admins at your company may have given you a standalone URL to a shared Event Calendar. Event Calendars show a different list of events than your Events Dashboard and may include events that you're not working on.
You can tell if you're on a Shared Event Calendar because the page will have a url like circa.co/event_calendars/share/xyz, a title and a custom background, such as a branded solid color or image. Shared Event Calendars can also be embedded on your company's intranet, wiki or website.
The same options for views, filters and exports apply on Shared Event Calendars as on the Events Dashboard.
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.
Within the editor you can add Notes, Contacts and Attachments to individual Briefs. You can also override the Permissions, inherited from the Brief Template settings, to make public, private, SSO company-wide access or share with specific Org members.
Adding Event Staff and Teammates
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.
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.
In the Checklist tab of an event you can add Tasks (as well as Subtasks) with Due Dates, Assignees and Sections.
Checklist email notifications
Assignees receive an email notification letting them know they've been Assigned a new Task and additional reminder notifications around the Due Date, if the Task isn't yet checked off as completed.
Assignees can reply to Task email notifications with Comments or Attachments, and these will appear as Comments and Attachments on the Task. Assignees can also reply with just the word "completed" to check the Task as completed.
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.
Your Org Admin should have setup a Templates Team within your account. You can save Checklist Templates there and use them in new events.
In the Schedules tab of an event you can create and manage multiple Schedules.
Click "Add item" to add Schedule items with Titles, Descriptions, Times, Locations and Participants. Click "Add day" to add another day to a Schedule.
Click the blue plus sign to add additional Schedules.
From the actions menu in the upper right corner of the Schedule tab, you can share one or more Schedules by publishing to the web, exporting to calendars, printing as a PDF or exporting to a Google Doc. You can also add Schedules to Event Briefs and automatically personalize them for Brief viewers.
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.
Meeting Scheduler Setup
To integrate Meeting Scheduler with your calendar, navigate to your Account Settings by clicking your avatar in the top, left-hand corner of the sidebar and selecting “Account Settings” from the dropdown menu.
- Navigate to the “Calendar Settings” tab and click the blue “Connect Calendar” button.
- Select Outlook, Google Calendar or another internet-enabled calendar application.
- From here, follow the prompts on screen to integrate with your calendar.
To book a new Meeting, navigate into an individual event and click the blue “Share availability” button.
- Start by selecting the Meeting Type from the dropdown at the top, left of the screen. Meeting Types are set at the Org level by your Org Admins.
- Next, you can choose to book a Meeting for any available Event Staff member or for a specific member of your Team.
- Once booked, the system will automatically generate and send email calendar invites for all Meeting attendees.
At the event level in the Budget tab, you can set up your Planned Budget, split your Planned Total into categories and add Expenses to the event.
Click the blue "Add Expense" button in the Budget tab of an event to add an Expense. You can also click on an individual Expense Name to view and add more detail to that Expense. For each Expense added, you can:
- Associate the Expense with Tasks
- Assign an Expense Category
- Add a Vendor
- Split the Expense by Team(s)
- Add Notes and Attachments