Manage your Stadium Company Workspace contacts to control who can access your Workspace, what they can manage, and who is responsible for shared assets.
This article includes sections:
🔓Who Can Access Company Workspace Contacts?
Access to Company Workspace Contacts depends on the user's Workspace role and assigned permissions.
Workspace Owners: Have full access to Workspace Contacts, including contact management and permission settings.
Collaborators: Can access and use contacts according to their assigned permissions. Collaborators with the Manage All Contacts advanced permission can manage Workspace contacts, including editing contact details and managing contact access.
Members: Can access contact-related features available to them, such as viewing contacts through Quick Recognize, where permitted. Members cannot manage Workspace contacts or change contact permissions.
External Contacts: Have limited access and cannot access or manage shared Company Workspace contacts.
👩🏻💻Who Can Manage Company Workspace Contacts?
Workspace Owners and Collaborators with the Manage All Contacts advanced permission can manage Company Workspace Contacts.
Depending on their access, they can:
Add new contacts to the Company Workspace.
Edit contact details, such as names, email addresses, and mailing addresses.
Manage contact access and related permissions.
Additional Notes
Collaborators without the Manage All Contacts permission may have limited access to contacts based on their assigned permissions.
Members cannot manage Company Workspace contacts or change contact permissions.
External Contacts cannot manage shared Company Workspace contacts.
The Manage All Contacts permission is an advanced permission because it provides access to personally identifiable information.
🗃️Managing Contacts and Role Permissions
Navigate to the Workspace Contacts Page
Expand the Sidebar Menu (if collapsed)
Click on the left-facing arrow ( ˂ ) at the top-left corner of the sidebar to expand the navigation menu.
(If the menu is already expanded, you can skip this step.)
Navigate to Workspace Contacts
In the sidebar menu, locate and click on "Workspace Contacts" to access your contacts page.
Check Role Permission Descriptions
Here are the descriptions of each role and their access permissions.
👥ADDING CONTACTS
Option 1: Adding Contacts via Integration
You can integrate your HRIS/ATS system to import recipients seamlessly. Please ensure that you have at least the Engagement Pass or the Enterprise Pass in order to use this feature.
If your organization uses an HRIS (Human Resources Information System), you can connect it to your Stadium account for seamless synchronization. This ensures accuracy and efficiency by automatically updating your contacts.
Similarly, if you use an ATS (Applicant Tracking System), connect it to your Stadium account. This integration streamlines the process by importing data from your ATS automatically, saving you time and effort.
✅ Requirements Before Installation
Admin credentials for your HRIS or ATS (e.g., Workday, BambooHR, Greenhouse).
Access to your Web Services Endpoint URL.
ISU (Integration System User) login credentials with appropriate data access.
An active Stadium account with automated gifting ready to go
Initiate Integration
Click the three dots next to the "ADD CONTACTS" button.
From the dropdown menu, select Manage Integrations.
Connect to Your HRIS or ATS Platform
You will be routed to the Integrations Page. On the Integrations Page, you will see a list of third-party platforms that can be connected to Stadium.
These include integrations for:
HRIS systems
ATS platforms
CRM tools
Other business applications
To find the platform you want to connect:
Use the search bar to quickly find a specific app or platform
Click the SEE ALL button to browse the full list of available integrations.
Select the Platform and Finalize your Integration
Click on the platform you want to integrate with your Stadium account.
Review the integration details and requirements and follow the prompts and instructions.
Each platform may require different credentials or configuration steps depending on the system being connected.
Option 2: Adding Contacts Manually
Initiate Adding Contacts
Click on the ADD CONTACTS button to initiate the process
To add new contacts, you can either add them manually via "INPUT EMAIL" or upload a CSV
Enter User Emails
By default, you will be routed to INPUT EMAIL section.
Enter the emails of the new users.
Assign Workspace Role
Use the drop-down next to "If not specified in CSV, these contacts will be added to Stadium workspace as:" to assign roles.
If multiple emails share the same role (e.g., collaborator), you can apply it in bulk.
If different roles are required, assign the member role temporarily and adjust later when managing the permissions.
Click ADD CONTACTS to save.
Option 3: Adding Contacts via CSV Upload
Download Template
Click on UPLOAD CSV
Click Download Template to fill out the CSV sheet.
Fill out the CSV file
Fill all columns in the CSV file with user details.
Assign roles under Column Z (Collaborator, Member, or External).
Upload CSV File
Return to the Contacts page and DRAG AND DROP YOUR FILE, OR click SEARCH LOCAL DEVICE to upload.
(Optional) Check the box for Let CSV contacts overwrite existing contacts (excluding contacts synced via HRIS) if you want updates to replace current records.
If roles were not specified on the CSV sheet, click the drop-down arrow next to "If not specified in CSV, these contacts will be added to Stadium workspace as:" and assign a designated role for the new users.
Click on ADD USERS to save changes
Confirmation
Once uploaded, a confirmation message will appear, and the contact list will be updated.
✏️EDITING CONTACT INFORMATION
Locate User
On the Workspace Contacts page.
Locate the user whose information you want to edit by using the search bar, filters, or just browsing your contact list.
Select the User to Edit
Click on the Expand button to view and edit their contact details.
Update the Information
Update any of the available fields as needed. These may include:
Basic Information
Employment Details
Personal Information
Address Information
Additional fields may also appear depending on your Workspace configuration or HRIS integration.
⚠️ Note: Some fields cannot be edited if they are synced with your HRIS platform. To update these fields, you must make the changes directly in your HRIS system.
Save Your Changes
After making your updates, click SAVE in the bottom-right corner.
The contact’s information will be updated in the system.
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🛠️MANAGING PERMISSIONS
Updating Permission to Collaborator
Locate User & Update Role Permission
From the list of contacts, find the user whose role you want to change.
Click on the drop-down arrow next to the user's current role to see the options.
From the list of options, click on the new role. In this example, we will change the role to Collaborator.
Once updated, a confirmation message will appear, and the permission for that user will now reflect the newly assigned role.
Manage Permissions for Collaborators
Once an owner updates a user’s role to Collaborator, they can review and customize the collaborator's permission settings to control their level of access.
🔐 Managing Feature Permissions and Advanced Permissions
Workspace Owners and Collaborators with the Manage Roles & Permissions advanced permission can manage permissions for other Collaborators in the Company Workspace.
Permissions are managed through the Collaborator's permission settings, where you can configure their access to Feature Permissions and Advanced Permissions.
Default vs. Custom Permissions
Stadium offers two permission configurations for Collaborators:
Default Permissions: New Collaborators start with Create Own access for every feature area, with no Advanced Permissions enabled. This allows them to create and manage their own resources and use resources shared with them.
Custom Permissions: When a Workspace Owner or an authorized Collaborator changes any permission from the default settings, the configuration is labeled Custom. This allows access to be tailored by adjusting Feature Permissions and enabling specific Advanced Permissions based on the Collaborator's responsibilities.
📝Note: Custom Permissions do not automatically grant full Workspace access. A Collaborator's access depends on the specific Feature Permissions and Advanced Permissions assigned to them.
To learn the complete details about the Collaborator Permissions, read our article
Here are some quick links
⚙️How to Update a Collaborator's Permissions
Navigate to your Company Workspace.
Open Workspace Contacts.
Find the Collaborator whose permissions you want to update.
Click the pencil icon in the Permissions column to open their permission settings.
Click on the "i" icon or tooltip to read the quick overview of how permissions work.
Review the available Feature Permissions and Advanced Permissions.
Under Feature Permissions, adjust the access level for each feature:
Use Shared: Allows the collaborator to use shared resources.
Create Own: Allows the collaborator to create, manage, and share their own resources.
Manage All: Allows the collaborator to manage all resources and their orders in Workspace
Under Advanced Permissions, toggle the permissions you want to enable. These options include:
Manage All Orders: Allows the collaborator to manage all orders.
Manage Asset Library: Allows the collaborator to manage assets in the Asset Library.
Manage Integrations: Allows the collaborator to manage integrations.
Manage Roles & Permissions: Allows the collaborator to manage user roles and permissions.
Manage All Contacts: Allows the collaborator to manage all Workspace contacts. This permission includes visibility into personally identifiable information.
Review your changes.
Check the selected Feature Permissions and enabled Advanced Permissions to make sure they match the access you want to grant.Click Save Changes or Save and Exit to apply your updates.
⚠️Important: Permission changes take effect only after you save them. If you leave without saving, you may be prompted to confirm whether you want to discard your changes.
↩️How do I undo unsaved permission changes?
Click RESET CHANGES to revert the panel to the last saved permission settings.
Once done, click the SAVE CHANGES button.
⛔REMOVING CONTACTS
Workspace owners and collaborators with manage all access to contacts can deactivate or remove users from the Workspace Contacts list. The process may differ depending on whether the user currently manages assets such as Wallets or has remaining funds in the workspace.
Below are the two scenarios for removing users.
Option 1: Deactivating Users Without Assets
Follow these steps if the user does not manage any Wallets, funds, or Workspace areas/assets.
Locate User
From the list of contacts, locate the user you want to remove.
Delete User
Click the disable icon to deactivate the user.
Choose What To Do With The Contact
When the “Delete Contact?” window appears, you will see three options:
Cancel – Select this option if you do not want to delete the contact and want to close the window without making any changes.
Convert to Non-Member – Select this option if you want to keep the person in your contact list but remove their member status.
Delete– Select this option to permanently remove the contact from your contact list. This action cannot be undone.
Confirm Deletion
In the pop-up window, click DELETE to confirm the deletion.
Confirmation
Once deleted, a confirmation message will appear.
The contact list will automatically update.
Option 2: Deactivating Users With Assets
Users with assets or managed areas are the collaborators who still have remaining funds, active Wallets, orders, or other managed Workspace areas/assets.
Locate User
From the list of contacts, locate the user you want to remove.
Delete User
Click the disable icon to deactivate the user.
Confirm Deactivation
On the pop-up window, click on YES, DEACTIVATE FROM WORKSPACE
Reassign the Areas Managed by the User
When you deactivate a user who manages areas (such as Wallets, orders, etc.), a Reassign Areas window will appear.
Review the message explaining that the user is currently managing certain areas in the Workspace.
If you want to immediately transfer these areas, select a new person/user from the Transfer To dropdown menu and choose whether to TRANSFER & DELETE or TRANSFER AND CONVERT TO EXTERNAL CONTACT. This will reassign the areas to the selected user.
If you do not want to transfer the areas yet:
Click CANCEL to exit the window.
The user will remain deactivated, but the areas will not be reassigned immediately.
If no reassignment is made within 7 days, the Workspace owner will automatically take over the areas, and any funds will be returned to the unallocated balance of each Wallet.
You can also reactivate the user or complete the transfer within the 7-day period if needed.
⚡REACTIVATING A USER
If a user was deactivated by mistake or needs access again, you can easily reactivate them as long as it's still within the 7-day period after the deactivation.
Locate the User and Process Reactivation
Go to the Deactivated Contacts section.
Find the user you want to restore.
Click the three-dot menu and select REACTIVATE.
Once reactivated:
A confirmation message will appear at the top of the screen.
The user will be restored to the active contact list.
↔️TRANSFERRING OWNERSHIP
The Workspace owner can transfer the areas and assets managed by a deactivated user to another eligible collaborator or themselves. You can choose to permanently delete the contact or keep them in your contacts as an external contact.
⚠️ Important Notes:
If no reassignment is completed within 7 days, the Workspace owner will automatically take over the areas and assets.
Any funds held by the deactivated user will be returned to the unallocated balance of each Wallet.
Locate the Deactivated User
Go to the Deactivated Contacts section.
Find the user whose managed areas you want to reassign.
Click TRANSFER to open the transfer window.
Review the Areas and Select the New Owner
Review the areas and assets managed by the deactivated user. The transfer window displays the number of items in each category.
Under TRANSFER TO, open the dropdown menu.
Select the Collaborator or Workspace owner who will take over the areas and assets.
Review your selection before proceeding.
Option 1: Transfer and Delete the Contact
Choose this option if you want to transfer the managed areas and permanently delete the deactivated contact.
Follow the steps under Review the Areas and Select the New Owner.
Click TRANSFER & DELETE.
A confirmation message will show, and your contact list will get updated.
What happens next?
The selected user takes over the reassigned areas and assets.
Any funds held by the deactivated user are returned to the unallocated balance of each Wallet.
The contact is permanently deleted.
Option 2: Transfer and Convert to an External Contact
Choose this option if you want to transfer the managed areas but keep the contact in your contacts as an external contact.
Follow the steps under Review the Areas and Select the New Owner.
Click TRANSFER & CONVERT TO EXTERNAL CONTACT.
A confirmation message will show, and your contact list will get updated.
What happens next?
The selected user takes over the reassigned areas and assets.
Any funds held by the deactivated user are returned to the unallocated balance of each Wallet.
The user remains in your contacts as an External contact.
Verify the Transfer
After completing either option:
Confirm that the areas and assets have been reassigned to the selected user.
Verify that the contact was either permanently deleted or converted to an external contact, depending on your selection.
Check the contact list to confirm the update.
Need more help? Contact us via CHAT / SEND AN EMAIL TO ✨hi@bystadium.com
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