CRM: Circles
Learn how to create and manage Circles for organizing Clients and Prospects in Unificus.
What is a Circle?
A Circle serves as your organizational framework for managing group permissions and assignments across Clients and Prospects. Rather than assigning Dashboards, Portal Pages, and Files to individual contacts one by one, you can streamline the process by assigning resources directly to a Circle. Every user within that Circle automatically gains access to those resources.
Important: Members of a Circle cannot view or communicate with each other. Circles exist purely as an administrative organizational tool within the platform.
Creating a Circle
Begin by navigating to CRM > Circles.
Select the +Add Circle button to start the creation process.
A form will appear with the following fields to complete:
Circle Name: Enter a descriptive name for your Circle (required field).
Description: Add optional notes to clarify which Users belong in this grouping.
Assign Users: Use the dropdown menu to select which Users to include.
Custom Field Categories: Pick the Categories that should connect to this Circle.
Color: Select a color by clicking the colored square or entering a hex code directly.
You also have the option to automatically enroll all newly-created Clients and/or Prospects into this Circle.
Marketing: Checking this option automatically generates a corresponding Audience in your Marketing toolkit. Any additions or removals from the Circle sync immediately with the Marketing Audience. Should you mark the Circle as Inactive, the Marketing Audience will be deleted. Note that the Marketing team cannot manually adjust Audience members—synchronization happens automatically through the Circle. If someone unsubscribes from the Marketing Audience, they remain in the Circle but won’t receive messages sent to that specific Audience.
CLICK HERE to learn about Marketing Audiences
Managing Circle Options
Click the three-dot menu next to any Circle to access these options:
Manage Circle: Opens a detailed view where you can see all Clients and Prospects in your system on the left side. Drag and drop contacts to the right pane to add them to the Circle. You can filter by Clients or Prospects, sort by Name, Role, or Status, and use the search function to find specific contacts.
Edit: Modify any information from the creation process, except for the contacts themselves.
Auto-Templates: Select and apply a pre-built Auto-Template to the Circle using the dropdown menu.
Unassign All: Remove every User from the Circle at once.
Set Inactive: Make the Circle unavailable for future resource assignments.
Delete: Remove the Circle entirely. Note: Deleting or modifying a Circle does not affect individual Contacts.
Exporting Your Circle List
Click the Export button at the top right of the Circles page.
Choose which data to include in your download: UID, Full Name, and/or Email address. Toggle off any columns you don’t need.
Click Download to proceed. You’ll be directed to the Log page where all exports appear. When your export finishes processing, the status changes from Pending to Complete, and you’ll receive a notification.
Once ready, open the three-dot menu and select Download to get your CSV file.
Managing Circle Membership
To remove a single Contact from a Circle, click the icon next to their name.
For faster updates, use Bulk Assign / Unassign to enter a quick selection mode. Click Contacts to highlight them in green (to assign) or gray (to remove).
Assigned Contacts appear at the top of the list by default. Use the Sort by options to reorder by Name, Role, or Status.
You can also select Unassign All to remove every User from the Circle at once.
This action is permanent, so you’ll see a confirmation warning before it’s executed.
Company Circles
Within your Settings, you can configure Unificus to automatically generate a Circle whenever you create a new Company. Any updates to the Company’s users are instantly reflected in the corresponding Circle.
Important: Company Circles don’t appear in the CRM > Circles list. Instead, they show up on the Contact’s CRM Dashboard and in relevant dropdown menus.
To activate this feature, go to CRM > Settings and select Company Settings from the sidebar.
Toggle the setting to ON to enable automatic Circle creation for Companies.
You can also retroactively apply this feature to your existing Companies. Keep in mind that Company Circles operate differently from standard Circles—they cannot be edited and managed through CRM > Circles.
Auto-Created Circles
Beyond Company Circles, Unificus automatically creates several Circles that don’t appear in the CRM > Circles list.
Prospects, Clients, and All Prospects & Clients are system-generated Circles that cannot be deleted. These appear on the Contact’s CRM Dashboard and in relevant dropdown menus.
Exporting Circle Details
The Export function lets you download your Circle List as a CSV file. Navigate to the Export tab at the top.
Select what to include: UIDs, Circle Names, and Circle Descriptions. Toggle off any fields you don’t want.
Click the download button to start processing.
You’ll be taken to the Log page. Once the export completes, open the three-dot menu to download your Circle List.