Stadium is making Workspace permissions more flexible, so you can give teammates the right level of access without giving them more control than they need.
This article includes sections
✨ What's Changing?
Stadium is making Workspace permissions more flexible, so you can give teammates the access they need without granting unnecessary control.
Key changes include:
Updated role names: Admin and Sender are now called Collaborator. Non-member is now called External Contact.
Feature Permissions: Choose Use Shared, Create Own, or Manage All for each feature area.
Advanced Permissions: Turn specific capabilities on or off individually.
Resource Sharing: Share resources with either Full Access or Limited Access.
💡 Why Are Permissions Changing?
Every team works a little differently. With only two broad roles, some people could end up with more access than they needed, while others couldn't access the features they needed to do their jobs.
The updated permission settings give Workspace owners more control over what each person can access and manage. Instead of relying on broad roles, you can assign permissions based on each teammate's responsibilities.
🏷️ New names: Collaborator and External Contact Roles
🔄What happened to the Admin and Sender roles?
Admin and Sender are now combined under the Collaborator role. You'll see this name throughout Stadium, including in the platform, emails, Help Center content, and role dropdowns.
🔐Will existing Admins and Senders lose access?
No. Existing Admins and Senders move to the Collaborator role with equivalent permissions, so their day-to-day access remains the same.
👤What is an External Contact?
An External Contact is the new name for a Non-member. The name has changed, but the access level remains the same. External Contacts retain their existing limited access, and their permissions cannot be customized.
🎚️ Feature Permissions
🧩 Which feature areas can I set permissions for?
You can set Feature Permissions separately for these areas:
Swag
Shops
Kits
Automated Gifting
Kudos Programs
Each feature area has its own permission level. For example, a collaborator can have permission to create their own Shops while only being able to use Swag resources shared with them.
🔑What do the three Feature Permission levels mean?
Permission level | What the collaborator can do |
Use Shared | Use resources that others have shared with them. |
Create Own | Everything in Use Shared, plus create and manage their own resources |
Manage All | Everything in Create Own, plus manage all resources in that feature area across the Workspace |
⬆️Do higher permission levels include lower levels?
Yes. Higher permission levels include the capabilities of lower levels:
Create Own includes everything in Use Shared.
Manage All includes everything in Create Own and Use Shared.
🔗What can someone do with Use Shared permission?
The actions a collaborator can perform depend on the access level assigned to each shared resource. When sharing a resource, the person sharing it can choose Full Access or Limited Access.
👤What permissions does a new collaborator receive?
New collaborators start with the Default permission preset. By default, they receive Create Own access for each feature area, with all Advanced Permissions turned off.
If you change any of these settings, the permission preset changes from Default to Custom.
💡Where can I learn more about each permission level?
Click the info icon next to Feature Permissions in the Collaborator Permissions panel to see a detailed explanation of each access level.
🔐 Advanced Permissions
⚙️What are Advanced Permissions?
Advanced Permissions provide additional control over specific capabilities in a Workspace.
There are five Advanced Permissions, and each can be turned on or off individually. These permissions do not have partial access levels.
📋Which Advanced Permissions are marked as sensitive?
Advanced Permission | Marked Sensitive |
Manage All Orders | No |
Manage Asset Library | No |
Manage Integrations | No |
Manage Roles & Permissions | Yes |
Manage All Contacts | Yes. Includes visibility into personally identifiable information (PII). |
🔌 Who can manage Workspace integrations?
The Workspace owner can set up integrations.
Collaborators can also do this if they have Manage Integrations enabled.
🛡️Why are some Advanced Permissions marked Sensitive?
Sensitive permissions can give someone access to other people's permissions or personal contact information, along with the ability to update those contacts with Manage Roles and Permissions.
The SENSITIVE label is there to help you identify these permissions before turning them on.
🔢 How can I see how many Advanced Permissions are enabled?
The Advanced Permissions section displays a live count of enabled permissions, such as 0/5 ENABLED.
This count updates as you toggle permissions on or off, making it easy to see how many of the five Advanced Permissions are currently enabled.
⚙️ Managing Permissions
🛠️ How do I manage a collaborator’s permissions?
You can manage a collaborator’s permissions from the Workspace Contacts page. The Collaborator Permissions panel lets you control which features a collaborator can access, what they can create or manage, and which advanced permissions they have.
When a user’s permission is downgraded (e.g., from Create Own to Use Shared), they retain access to previously created resources but cannot create new ones under the updated permission.
Follow these steps to update a collaborator’s permissions.
Open the Workspace Contacts page.
Navigate to your Workspace Contacts page to view the list of users in your Workspace.
Find the collaborator.
Locate the user whose permissions you want to manage. You can use the search bar to find them by name or email address.
Open the Collaborator Permissions panel.
In the collaborator’s row, find the Permissions column and click the pencil icon next to their current permission setting.
Choose a permission preset.
In the Collaborator Permissions panel, use the dropdown menu beside the collaborator’s name to select a permission preset, such as Default, if available. You can also customize individual permissions in the panel.
Configure Feature 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
Available features include:Swag
Shop
Kit
Automated Gifting
Kudos Program
Select the appropriate access level for each feature based on the collaborator’s responsibilities.
Configure Advanced Permissions.
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.
Save your changes.
Click SAVE CHANGES to apply the updated permissions. Your changes will not take effect until they are saved. If the interface displays SAVE and EXIT instead, click that button to finish.
⚠️Important: If you leave the panel without saving, your changes will not be applied. Stadium may display a confirmation message before you exit, allowing you to stay and save your changes.
💾 When do permission changes take effect?
Permission changes take effect only after you click SAVE CHANGES or SAVE AND EXIT. Until you save, the collaborator's existing permissions remain unchanged.
↩️How do I undo unsaved permission changes?
Click RESET CHANGES to revert the panel to the last saved permission settings.
🚪What happens if I leave without saving?
Stadium displays a confirmation message before you leave, giving you a chance to avoid losing unsaved changes.
👤Can I view my own permissions?
Yes. All Workspace users, including Members, can view their own permissions from the Home Dashboard.
🔒Why can't I see certain buttons or options?
Stadium hides actions you don't have permission to perform. If you need access to a feature or action that isn't visible, contact your Workspace owner or someone who manages roles and permissions.
🤝 Sharing Resources:
How to Share and Manage Access
Share Shops, Kits, Collections, and Automations in Stadium with collaborators. You can choose their access level, manage existing permissions, and remove access when it’s no longer needed.
📋Which resources can I share?
You can share the following resources:
Shops
Kits
Collections, including saved Swag designs and your Locker
Automations
Kudos Programs use a different access process. Instead of using the Share option, the program owner adds people as participants or managers.
🔗How do I share a resource?
Open the resource you want to share.
Click the Share icon.
Enter one or more email addresses under Add collaborators.
Select Full Access or Limited Access under Select Access.
Click ADD COLLABORATOR.
Stadium displays a confirmation when the resource has been shared.
You can view everyone who has access and their assigned access levels in the People With Access list.
🔐What's the difference between Full Access and Limited Access?
The access level determines what a collaborator can do with a specific shared resource.
Access Level | What It Allows |
Limited Access | Allows the collaborator to use the resource without editing or sharing it. For example: In a Shop, they can send gifts but cannot edit the shop. |
Full Access | Allows the collaborator to edit, share, and manage the resource, depending on the resource type. |
Choose the access level that matches the collaborator's responsibilities.
⚙️ How is resource sharing different from feature permissions?
Feature Permissions and resource sharing control access at different levels.
Feature Permissions determine what a collaborator can do across a feature area, such as Shops or Kits.
Resource sharing determines what a collaborator can do with a specific resource shared with them.
For example, a collaborator might have Use Shared permission for Shops but receive Full Access to a particular Shop shared with them.
A collaborator's available actions may depend on both their Feature Permissions and their access to the specific resource.
✏️ How do I change a collaborator's access?
You can update a collaborator's access directly from the Share window.
Open the resource and click the Share icon.
Find the collaborator under People with access. Use the search field if needed.
Click the dropdown arrow beside their current access level.
Select Limited Access or Full Access.
Verify that the new access level appears beside their name.
The updated access level determines what the collaborator can do with that resource.
🗑️ How Do I Remove a Collaborator's Access?
You can remove a collaborator from a specific resource through the Share window.
Open the resource and click the Share icon.
Find the collaborator under People With Access.
Click the dropdown arrow beside their current access level.
Select Remove Access.
Review the confirmation message and click YES, REMOVE to proceed. To cancel, select NO, KEEP THEM.
Check for the success notification and confirm that the collaborator no longer appears in the People with access list.
In the example below for Shops, the confirmation message explains that the collaborator will no longer be able to access the shop dashboard or send gifts from that shop. Stadium also notifies the collaborator by email.
Important: Removing access to a resource does not necessarily remove the person from your Workspace or change their Feature Permissions.
👥What happens if I share a resource with someone who isn't in my Workspace?
If you share a resource with someone who isn't already in your Workspace, Stadium will ask you to confirm adding them.
Once confirmed, the person is added as a Collaborator with the minimum Use Shared permission, and the resource is shared with them.
🚫Why can't I share a resource with an existing Member or External Contact?
Resource sharing cannot change someone's existing Workspace role.
If you enter an email address belonging to an existing Member or External Contact, Stadium highlights the address with an error. Remove that person from the sharing selection before continuing.
🔒Why can't I see the Share button on a resource shared with me?
You most likely have Limited Access to that resource. Only people with Full Access can share the resource with additional people.
🧭Why don't I see certain sections in the left navigation?
If you have only Use Shared permission for a feature, its menu item appears after someone shares a resource from that feature with you.
For Kudos Programs, the section appears once you're added as a participant.
If you believe you should have access to a feature or resource but cannot see it, contact your Workspace owner or the person responsible for managing roles and permissions.
🗂️ Access Levels by Resource
🛍️What can I do with Full Access or Limited Access?
The available actions depend on the resource you're accessing.
Resource | Limited Access | Full Access |
Shop | Send gifts and use available Shop features, but cannot edit or share the Shop itself. | Edit and share the Shop, and manage its sent gifts and orders. |
Kit | View and send the Kit, but cannot edit, delete, or share it. | Edit the Kit name and manage related orders. |
Collection (Swag) | Use the Collection in Shops and Kits, but cannot edit it. | Use, edit, share, and manage the Collection. |
Automation | Not available. | Access and manage the Automation. |
Kudos Program | Participate in the program, view content, and take part in activities. | Manage the program. |
🎁What can I do with Limited Access to a Shop?
Limited Access still allows you to perform several Shop-related actions. You can:
View the Sent Gifts and Reports tabs.
Use Send Items and Send Points.
View your own order details.
Download invoices.
Copy the invite link.
Add recipients to your own orders.
However, you cannot edit or share the Shop itself.
📦When can I see the restock option on a Kit?
You can see the Restock option only if you have Full Access to the Collection connected to that Kit.
Your access level for the Kit itself does not determine whether you can restock it.
⚙️Why do Automations only offer Full Access?
Automations run automatically, so there's no separate order creation and management access; they can manage whole automation if access was given.
When an Automation is shared with someone, they receive Full Access. The access setting can't be changed to Limited Access.
💳Can someone I share an Automation with change its payment method?
No
Anyone with Full Access to an Automation can not update its payment method or attach their own payment method for future triggers. They can simply manage other stuff apart from updating the payment method.
🎉How do I give someone access to a Kudos Program?
Kudos Programs don't use the standard Share window.
Instead, the program owner can add someone as either limited access (participant) or full access (manager).
👥 What can Kudos Program Managers or Users with Full Access Do?
Managers can manage the program and update the Shop connected to it.
Only the program owner can update the payment method using their own payment method.
If ownership is transferred, the new owner can update the payment method.
📦 Orders, Payments, and Removing Access
🧾Can I share an individual order?
No. Access to an order is determined by access to the resource it belongs to, such as a Shop, Kit, Collection, Automation, or Kudos Program.
🔎Can collaborators see orders outside the resources shared with them?
Yes, if they have Advanced Permission to manage all orders; otherwise, no.
Collaborators can only see orders associated with resources they have access to, just as they do today without advanced manage orders permission.
💳Who can update the payment method for orders and programs?
The resource owner can update the payment method. If ownership is transferred, the new owner can update it.
🚫Can I remove someone from a Shop, Kit, or Collection?
Yes, as long as they don't have any live orders in that resource.
If they do have a live order, Stadium will prevent you from removing them and show a message explaining why.
This helps keep in-progress orders from being disrupted.
In case a business/organization may need to revoke access immediately when someone leaves the organization or no longer needs access to manage, they can raise a support request to get it removed with Stadium.
⚙️What happens when I remove someone from an Automation?
They immediately lose access to the Automation and can no longer manage it. They also receive an email notifying them that they've been removed.
🎁Does changing or removing access affect gifts that have already been sent?
No. Changing or removing access does not affect orders, points, or gifts that have already been sent.
🔔 Notifications and Current Limitations
📧Will collaborators be notified when resource access changes?
Yes. Collaborators receive an email when:
A resource is shared with them.
They are removed from a resource.
Their access changes between Full Access and Limited Access.
Resource owners also receive an email when a collaborator is added to or removed from their resource.
👥Can I update permissions for multiple collaborators at once?
Not currently. You must update permissions one collaborator at a time.
🏢Do permissions apply across multiple Workspaces?
No. Permissions are configured separately for each Workspace.
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