Implementation Guide - Multiple-site implementations
If your organization is large and consists of a number of departmental or branch locations, you may want to implement Trumba® Connect across all or some of these branches. While multiple-site implementations can be complicated, Trumba Connect provides a flexible set of features that supports both branch autonomy in maintaining events and central control over settings and accounts.
The key to a successful implementation is preparing thoroughly up front. The following questions and answers provide you with an overview of the issues you'll need to address and point you toward best practices.
You may also want to contact Sales about purchasing implementation consulting time with your Client Services representative.
- How many accounts do I need?
- Can I copy calendars and settings from one account to another?
- How can I give branch editors autonomy without compromising global calendar and account settings?
- Employees come and go. How do I manage their Trumba accounts?
- Does Trumba provide on-site training?
How many accounts do I need?
You will need to purchase a Trumba account for each person who will:
- Set up and customize calendars.
- Add and edit events.
- Administer accounts.
You can centralize billing for multiple accounts under one account and you can add or cancel accounts at any time.
To get help deciding how many accounts you need and to set up your accounts, contact your Client Services representative.
Can I copy calendars and settings from one account to another?
If the implementations at each of your branch locations will share their calendar structures and/or settings in common, you don't have to set up each Trumba account from scratch. You can set up a central account with the calendar structure and settings you want and copy or share some or all of those settings to your other accounts.
For example, you can:
- Export an account to an xml file that you can then import into other accounts. This is the fastest way to replicate calendar structure, event types, and custom fields.
For more information about exporting accounts, please contact your Client Services representative.
- Customize the appearance and behavior of your main, promotion, and control spuds in a central account and associate the settings with a specific calendar. Then, you can share that calendar so the settings can be easily replicated in other accounts.
- Set up event types and custom fields in a central account and associate these settings with a specific calendar. Then, you can share that calendar so that editors in other accounts can apply by not modify the types and fields.
Embed calendar spuds into your web pages
Organize calendar spuds in the Publishing Control Panel
How can I give branch editors autonomy without compromising global calendar and account settings?
In Trumba Connect, you can share calendars across accounts and set up account-specific permission levels for each calendar. This gives you the flexibility to involve the right people in the right activities without compromising the security of central account and calendar settings.
For example, you can:
- Limit editors to adding, modifying, and deleting events.
- Set up event types, custom fields, and customization that editors can apply but not modify.
- Keep centrally-created events secure while allowing editors to mix them into their branch-specific published calendars.
- Provide editors with the ability to perform all actions with a calendar (for example, add, modify, and delete events, set up calendar distribution lists, and send calendar and event email messages) except publish it to the Web.
Employees come and go. How do I manage their Trumba accounts?
If your organization has purchased multiple accounts (all billed under one account) for employees in multiple locations, you don't want to have to contact Trumba each time an employee leaves or a new employee is hired.
In Trumba Connect, you can designate one or more of your accounts as administrator accounts so you can handle account changes and issues yourself.
An administrator can:
- Change your organization's billing address or phone number.
- Change the display name or email address of any of your accounts.
- Sign in to someone else's account to reset the password or edit calendar and account information.
To designate one or more of your accounts as an admininstator account, contact your Client Services representative.
Administer your organization's Trumba accounts
Does Trumba provide on-site training?
You can purchase training time with a Trumba Connect expert. We offer training by phone, online, or on-site.
We tailor training time to meet your specific needs. For example, we can work one-on-one with your in-house Trumba contact. Or, we can train the designated editors who will be keeping your calendars up to date.
Please contact Sales to purchase or learn more about Trumba Connect training.