Managing contacts in your Stadium company Workspace is essential for keeping your team organized and ensuring the right people have access. This guide explains how to manage Workspace Contacts, assign roles such as admin or sender, update permissions, upload contacts via CSV, deactivate users, and transfer ownership of workspace assets. Whether you are adding new team members, updating access levels, or removing inactive users, this article provides step-by-step instructions for managing contacts and permissions in your company Workspace.

This article includes sections:

• Who has access to your Company Workspace Contacts?
• Who can manage your Company Workspace Contacts?
• How to Manage Contacts and Role Permissions
• Adding Contacts
  • Adding Contacts via Integration
  • Adding Contacts Manually
  • Adding Contacts via CSV Upload
• Editing Contact Information
• Managing Permissions
  • Manage Permissions for Admins
  • Customize Permission Settings
• Removing Contacts
  • Deactivating Users Without Assets
  • Deactivating Users With Assets
• Reactivating Users
• Transferring Ownership

Who has access to your Company Workspace Contacts?

In Stadium Workspace, the Company Workspace's Contacts page is accessible to:

• Owners – Full visibility and management rights.

• Admins – Full visibility and management rights when granted the appropriate permissions.

• Senders – Can view and use contacts when sending treats or gifts.

• Members - Can view contacts through Quick Recognize.

Who can manage your Company Workspace Contacts?

Only Workspace owners and admins have full control over Contacts in a Company Workspace. They can:

• Add new contacts to the Workspace

• Edit contact details such as name, email, and address

• Set or update permissions for who can access and use each contact

Additional Notes:

• Senders can manage only their own contacts

• Members (Recipients) cannot manage or change any contact settings
   

Managing Contacts and Role Permissions

Log in to Your Account

• Open your web browser and go to bystadium.com
• Log in using your credentials.
• Once logged in, you will automatically land in your default Company Workspace.
• If needed, you can change your default Workspace anytime from your Account Settings.

For Users With Multiple Workspaces:

• Click the drop-down arrow next to your profile name in the top navigation bar.

• Select the company Workspace you want to manage.

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. 

• Alternatively, if available in your Home Dashboard, you can click on the Add Contacts in the Contacts tile.

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 Suite Package or the Enterprise Package 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.

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 or upload a CSV

Enter User Emails

• By default, you will be routed to add emails MANUALLY.
• Enter the emails of the new users.

Assign Workspace Role

• Use the drop-down next to the non-member role to assign roles (default is non-member).

  • If multiple emails share the same role (e.g., admin), you can apply it in bulk.

  • If different roles are required, assign the member temporarily and adjust later when you manage the permissions.

• Click ADD CONTACTS to save.

Option 3: Adding Contacts via CSV Upload

Download Template

• Click on the 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 (admin, sender, member, non-member).

Upload CSV File

• Return to the Contacts page and click SEARCH LOCAL DEVICE to upload.
  
   

• (Optional) Check the box for Let CSV contacts overwrite existing contacts (excluding HRIS-synced contacts) if you want updates to replace current records.
  
   

• If roles were not specified on the CSV sheet, click the drop-down arrow next to Non-Member role 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.

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EDITING CONTACT INFORMATION

Locate User

• On the Workspace Contacts page, click on WORKSPACE CONTACTS.

• Locate the user whose information you want to edit.

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

Locate User

• On the Workspace Contacts page, click on MANAGE PERMISSIONS
• 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.

Update Role Permission

• From the list of options, click on the new role. In this example, we will change the role to admin.

Confirmation

• Once updated, a confirmation message will appear, and the permission for that user will now reflect the new assigned role.

Manage Permissions for Admins

Once an owner updates a user’s role to admin, they can review and customize the admin's permission settings to control their level of access.

Types of Admin Permissions

Default Permission

• Can create and manage their own resources.

• Can view and manage resources shared with them based on assigned permissions.

Custom Permission

• Full access to create, view, and manage resources that they are given full access to.

A Workspace admin with Custom Permission can access and manage resources across the Workspace. However, this level of access depends on the permissions configured by the Workspace owner for each feature.

⚠️ Important: “Custom Permission” to manage all access is controlled by the Workspace owner. Your permissions may vary depending on which features the owner has granted you full access to. These features may include:

• Shops

• Swag Design

• Orders

• Kits

• Automated Gifting

• Admin Permissions

• Contacts

If the owner enables Custom Permission for a specific feature, the admin will be able to view and manage all resources related to that feature, even if they were not directly shared with them.

Customize Permission Settings 🔽

If you want to customize permissions and provide the highest level of access to your admins, follow the instructions below:

• Click the drop-down arrow next to the Admin’s permission settings.

• Under the Custom section, click CONFIGURE

• In the pop-up window, choose the specific features and permissions you want the admin to have full access to.
• Click SAVE to apply the updates.

• Once saved, a confirmation message will appear on your screen, and the admin’s permission status will be updated accordingly.

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REMOVING CONTACTS

Workspace admins 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

• On the Workspace Contacts page, you may click on MANAGE PERMISSIONS or WORKSPACE CONTACTS
• 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.

• Assign as Non-Member – Select this option if you want to keep the person in your contact list but remove their member status.

• Yes, 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 YES, 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 typically admins or senders who still have remaining funds, active Wallets, orders, or other managed Workspace areas/assets.

Locate User

• On the Workspace Contacts page, click on MANAGE PERMISSIONS
• 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 click Submit. 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.

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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

• Go to the Deactivated Contacts section.

• Find the user you want to restore.

• Click REACTIVATE.

Confirmation 

Once reactivated:

• A confirmation message will appear at the top of the screen.

• The user will be restored to the active contact list.

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TRANSFERRING OWNERSHIP

The Workspace owner can reassign the areas managed by a deactivated user to another admin or transfer them to themselves.

⚠️ Important Note:
If no reassignment is completed within 7 days, the Workspace owner will automatically take over the areas/assets, and any funds will be returned to the unallocated balance of each Wallet.

Locate the User

• Go to the Deactivated Contacts section.

• Find the user you want to restore.

• Click TRANSFER OWNERSHIP.

Initiate Transfer

• Review the area(s) currently assigned to the deactivated user.

• Click the dropdown menu to view the list of available admins who can receive the transfer.

Select a New User

• Use the search bar to quickly find a specific user.

• Or choose a user from the list of available admins.

• Select the person who will manage the active areas or assets.

Finalize Transfer

• Click Submit to complete the transfer.
• The selected new user will now be assigned to manage the areas.

Confirmation

Once the transfer is completed:

• A confirmation message will appear at the top of the screen.

   

• The contact list will also be automatically updated.

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