Organization & Settings
Settings is where an administrator decides who can see money, who can move a scanner, and who can only look. These are user accounts inside your Cirqle tenant (your organisation on the platform). If a shift lead cannot pick a venue, or a floor lead can see the bank figures, fix it here before doors open.
A person belongs to one Cirqle tenant. They do not get into another organisation’s cups or money by guessing a link. Cirqle headquarters, the company that runs the platform, creates extra administrator seats. A venue administrator does not.
Who can do what?
| Role | What they can do | What they cannot do |
|---|---|---|
| Administrator (on screen: Tenant Admin) | Full control for this organisation: venues, scanner tokens, inviting staff, deposit rules, and the money settings. | Create another administrator. Cirqle headquarters does that. |
| Venue manager (on screen: Venue Supervisor) | See the live return dashboard, assign scanners to bars, set return targets, and see the shift counts. Can take a broken cup out of service. | Change company bank details, deposit prices, or the sustainability factors. |
| Operator (on screen: Stadium Operator) | Log into a handheld, sweep cups, open View Details & All Scans, discard a bad read, and tap SEND BATCH. | See financial reports, change bank details, or export the settlement. |
| Auditor (view only) | View dashboards, download spreadsheets (CSV), and read the sustainability numbers. | Pair a scanner, send a batch, edit a venue, or change a setting. |
Someone who needs the deposit list for one night does not need an administrator login. Give them an auditor seat, or sit with an administrator while the list is downloaded.
Inviting a new teammate
- An administrator opens Staff Registry.
- Click Add New Staff Member.
- Enter their name and email address. They should use their own email, not a shared inbox.
- Pick the role.
- Day to day, choose Venue Supervisor for a shift lead, or Stadium Operator for floor staff.
- Do not try to create another Tenant Admin. That option is not yours to give. Ask Cirqle headquarters if you truly need a second administrator.
- If the person should only look and download reports, ask headquarters for an auditor seat when that choice is not in your list.
- Click Create User Account.
They sign in with their own account. They do not share your password, and they do not share a scanner token as if it were a login.
Removing someone closes their portal login. It does not sign a handheld out of their pocket. Collect the scanner and tap Unpair, or turn off that device token, before they leave the site.
What each person should have open on the night
| Role | Keep open | Leave alone |
|---|---|---|
| Operator | The handheld scan screen | The deposit list and sustainability settings |
| Venue manager | The live dashboard and the scanner list | Bank details and price changes |
| Auditor | Batch downloads and impact numbers | Pairing and SEND BATCH |
| Administrator | The staff list, only when someone cannot get in | Scanning cups yourself unless you are covering a gap |
Before an event
- Every person on the floor has their own operator login. Nobody is borrowing the administrator password.
- Every return point’s scanner shows a real place, not 📍 Unassigned.
- Finance knows who will download the deposit list after close.
- Anyone who has left the organisation no longer has a working scanner token.
One token belongs to one scanner. Copying it onto a second scanner makes both of them fight, and counts get rejected or filed in the wrong place. The practice token in Devices and scanners is only for the test system, the one that shows ⚠️ STAGING.