Load Your Agenda in the CircleSpace™️

At Circles, you have the possibility to use many types of agendas for the different sessions that you might be facilitating. We recently updated the agenda library and browser system to make it even more seamless and straightforward. You can use one of our samples, adapt it to your needs, or create your own agenda from scratch. Learn more about agenda creation here.

In this article, you will learn how to bring up the agenda you want to use in your CircleSpace™️ and start the progress bar.

  1. After entering the meeting, you will see a blue background and your agenda space on the right side of your browser window. The agendas that show as immediate options are those that have been put in the Program Agendas folder from the agenda library (more on that later!)
  1. Select one of the available agendas by clicking on the Agendas tab at the top right of the agenda space on the right and selecting ‘Open Agenda…‘ You also have the option to begin a new agenda, make a copy, and edit agendas directly in the CircleSpace!
  1. Click on “Open Agenda…” to see your current circle agendas. From this window, you can browse the Agenda Library and select between the agendas already published to your circle, other circles in your organizations and a host of sample agendas.
  1. You can browse the other available agendas by clicking through the sections on the left of the agenda library. You can select agendas to open them from other circles in your organization into your current circle, make a copy and edit them directly in the CircleSpace™️, and even select from our ‘Sample Agendas‘ library to take a pre-made agenda template and edit as your own. To use an agenda, simply select the blue ‘Open‘ button in the bottom right corner of the Agenda Browser.
  1. If you would like to edit your agenda, select the Agenda tab in the agenda space on the right and click ‘Edit Agenda…’ Clicking this will prompt the Agenda Editor to appear directly into the CircleSpace. Once finished, click ‘Save’ in the bottom right corner of the Agenda Editor. Any changes you make to this agenda in your circle will only apply to this version of the agenda; the parent agenda that you chose to import will not be changed.

NOTE: Learn more about editing your agenda in the CircleSpace.

Notes Feature

When we have meetings in a real room together, we often pull out a piece of paper or start noting down lists on a whiteboard. Using Circles you can easily do so, too. On top of being able to quickly jot down thoughts, ideas, intentions, plans or to dos, the Notes feature helps you to keep track of them. Here’s how you can use the feature:

  1. The Notes feature lives in the text box in the bottom right of your CircleSpace™️. Each circle participant can open it any time by clicking on the ‘Notes‘ icon.
  1. Each member can add Notes, by typing in the bottom in the ‘Add Notes here’ section. The options to check-off notes as ‘done’, or change their order become visible by moving the mouse over a specific Notes item. Click on the circle next to the item name to check it off, or hover over the arrow icon and hold down the mouse button to move it.
  1. Via a button in your agenda, you can bring up your circle’s Notes in a media window in your CircleSpace™️.
  1. Checked-off items will disappear from your Notes four hours after the last person has left your CircleSpace™️. Items to still be completed, however, will remain on your list, so that you can continue working on them in future sessions. They remain on your list until checked off or deleted.
  2. For future reference, you can download your Notes:
    1. Go to the left-hand side menu by clicking on the three white bars on the top left of your Circles Space and select ‘Advanced
  1. Click on ‘Download Notes‘.

Learn About the Features of the CircleSpace™️

The CircleSpace™️ creates a unique environment tailored to create space for important, meaningful, and authentic conversations. This article shows 4 great ways to learn more about how to use the features of the CircleSpace™️:

  1. Introduction to the CircleSpace™️ click tours
  2. The One Minute Feature Tour
  3. Our Video 
  4. The Circles Resources Center

1. Introduction to the CircleSpace™️ click tours

We have created specialised click tours for facilitators and participants to learn about the CircleSpace™️ and how to use it in a fun and interactive way before you even get onto the platform. Go to this article to start the brief tour. Feel free to share this with friends and colleagues!

2. One Minute Feature Tour

Come into the room to familiarize yourself with the features of the CircleSpace™️. Once you are in the CircleSpace™️, you can take a one minute feature tour. The tour opens automatically upon entering the space for the first time.

In case you want to start the tour later, click on the three white bars in the top right corner. In the control panel that opens up, click on ‘Advanced’. Then select ‘Tour’.

3. Our Video

Another way to get an impression about the CircleSpace™️ is to watch our video right here:

4. The Circles Resource Center

Here, in the Circles Recource Center, you can find articles on the all features of the CircleSpace™️, like the cursor functions, the text box functions, and the agenda, too.

Quickstart Circles Session Facilitator

Are you the facilitator for your Circles session and not sure where to begin? Don’t worry, the CirclesSpace™️ will help you! Read on for some handy guidelines on how to get started!

In this article you will learn how to use the CircleSpace™️ to run your sessions:

STEP 1: Start your session

STEP 2: Use the agenda

STEP 3: Use the video stream features

STEP 4: Use the text box

STEP 1: Start your session

We recommend that you come to the CircleSpace™️ in advance of your session to familiarize yourself with the features of the CircleSpace™️ and to get ready to start:

  1. After entering the meeting, you will see a blue background and your agenda and text box on the right side of your browser window. In the picture below, you see the agenda “Saving the World” loaded.
  1. In case you need to open an agenda, select ‘Agendas’ in the header at the top of the agenda. Then select ‘Open…‘ in the menu that pops up. This will bring up your agenda browser.

NOTE: In your agenda browser you can access all of your agendas: You will immediately see the agendas of the circle you are in. Upon clicking ‘Browse Agenda Library‘ at the bottom left of the browser, you can access agendas of other circles you are part of.

  1. Click on an agenda to preview it and use the arrows to flip through the pages. Select ‘Open‘ on the bottom right of the agenda browser to load the agenda for your current session into the Circles Space.

NOTE: You can also edit your agenda. Read more about it in how to edit your agenda.

  1. To view the table of contents of your agenda, navigate all the way to the left of the agenda by using the left arrow in the progress bar.
  1. When you and your participants are ready, click the blue ‘Start‘ button to begin the session. A window will pop up and allow you to indicate whether your session is starting ‘on time’, ‘early’ or ‘late’.

TIP: If you don’t start on time, indicate how many minutes early or late you are starting, so the progress bar is accurate in your session. This way, you can easily see if you are late or early in a particular section of your agenda.

STEP 2: Use the agenda

  1. The progress bar guides you through the sections of the agenda. Click the arrow below it to navigate to the next section.

NOTE: In the picture on the left, you can see that hovering your mouse over a section on the progress bar, you will see its time indication. If you are behind schedule, the progress bar turns red. The dark hue of blue shows where you are with regards to timing and a slightly lighter blue indicates which agenda section you are in.

  1. In the agenda, you can find buttons that trigger different functions in the room when you (or someone else) click them. Here are two examples:
  • Music buttons start playing music for all participants. Each participant can adjust their own music volume by moving the lever up or down, and the timer above shows how long the music has been playing. Stop the music by clicking the button again.
  • Random order assigns a number to each person’s video stream to determine who speaks first, second, third and so forth.
  • To learn more about agenda buttons, read on here.

TIP: Hover your cursor over their video stream and click the top middle symbol to “spotlight” each participant. This clears their assigned number and activates the timer in the top right corner to make sure they stay within their time limit.

NOTE: If you do not need your agenda, you can also hide it. To do this, go to the header of the agenda menu and select ‘Tools‘, this then opens up the control panel. Then select ‘Hide agenda‘ from the options shown.

STEP 3: Use your video stream features

When moving your mouse over your own video steam you can find the following five funtions:

STEP 4: Use the text box

There is a text box in the bottom righthand corner of your CircleSpace™️. By selecting one of the three sections, you can switch between its functions.

Each of the functions help you run your sessions:

  1. Chat – anything typed here is shared with all people in a Circle. Under ‘Advanced‘ in the lefthand side menu, it can even be downloaded for later reference.
  1. Notes – can be reordered, deleted or marked as completed while the Circle is in session. They are saved in the Circles space until deleted. An overview can be brought into the room through a button in the agenda. Read more about the Notes feature here.

3. Scratchpad – your personal scribble-pad and only visible to you during your Circle session.

Text Box Functions

At the bottom right of your CircleSpace™️, you can see a text box. This text box is so much more than just a chat. By selecting one of the three icons, you can switch between its functions.

  1. Chat is shared with all people in a room. Under ‘Advanced‘ in the left-hand side menu, it can even be downloaded for later reference.
  1. Notes can be reordered, deleted or marked as completed. Want to learn more about the Notes feature and how to use it? Read on here.
  1. Pad is a personal place for scribbles. You automatically take it with you in each Circles session you join.

NOTE: You can download both the Notes and the Chat of your session in the left hand side menu. For more instructions check out our article about the Notes feature.

What Is The CircleSpace™️?

The CircleSpace™️ is where you can meet up with circle for a whole-group session, or just catch up with some of its members. The interactive video conferencing space is always there for you to use. It offers science-based technology that is built to support more inclusive conversations. Check out what it looks like in this video:

Interested to start creating a space for your own group of people? Organize your own circle in 4 easy steps.