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This feature is available to Team Admins and Team Owners only.

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Overview

User roles determine what team members can do within your organization. As an administrator, you can change roles to match team members’ responsibilities and level of trust within your organization.

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Understanding Role Hierarchy

Stage3 has three role levels:

Owner

Full ControlComplete access to all team features, settings, and administrative functions. Can manage billing, delete the team, and assign/remove other owners.

Administrator

Administrative AccessCan manage team members, configure settings, and access all processes. Cannot manage billing or delete the team.

Member

Standard AccessCan create and manage processes, participate in workflows, and view team KPIs. Cannot change team settings or manage members.

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How to Change User Roles

1

Navigate to Team Members

Go to Administration > Team Settings to view your team roster in the “Team Members” section.
2

Locate the Team Member

Find the member whose role you want to change in the members list.
3

Click the Role Dropdown

Click on the current role displayed next to the member’s name. A dropdown menu will appear with available roles.
4

Select New Role

Choose the new role from the dropdown menu (e.g., promote a “Member” to “Administrator”).
5

Confirm the Change

A confirmation dialog will appear. Review the role change and click Confirm to proceed.
The role change takes effect immediately, and the team member’s permissions are updated in real time.
Changing roles affects what a team member can access and do. Notify the member when you change their role so they understand their new permissions.

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Role Responsibilities and Permissions

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Owner Capabilities

Owners have unrestricted access to:
  • All administrative functions
  • Billing and subscription management
  • Adding and removing members
  • Assigning and removing Owner roles
  • Deleting the team
  • Configuring AI and integrations
  • Managing all processes and workflows
  • Accessing all KPIs and reports

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Administrator Capabilities

Administrators can:
  • Invite and remove team members
  • Change roles (except cannot create/remove Owners)
  • Configure team settings and preferences
  • Enable/disable features
  • Manage all processes
  • View all KPIs and reports
  • Configure AI settings
Administrators cannot:
  • Access billing information
  • Delete the team
  • Assign or remove Owner roles

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Member Capabilities

Members can:
  • Create and manage their own processes
  • Participate in workflows
  • Take assessments
  • View team-wide KPIs
  • Collaborate with other members
  • Use AI features
Members cannot:
  • Change team settings
  • Invite or remove members
  • Access administrative functions
  • Configure system-wide settings

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Promoting Team Members

When promoting a team member to a higher role, consider:
Ensure they have consistently used the platform appropriately and followed team guidelines.
Only promote when the role matches their actual job responsibilities. Avoid unnecessary elevated access.
Before promoting someone to Administrator or Owner, discuss what you expect from them in their new role.
Higher roles have access to sensitive information and can make consequential changes. Ensure they understand the responsibility.

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Demoting Team Members

Demoting a team member should be handled carefully:
Demoting a team member may affect their ability to complete their work. Ensure you have discussed this change with them or have a valid reason for the change.
Before demoting:
  1. Review their current responsibilities: Ensure they do not need their current permissions for their work
  2. Communicate the change: If appropriate, let them know their role is changing and why
  3. Transfer ownership: If they own processes or data, reassign ownership before demoting
  4. Verify access needs: Confirm they will still have access to what they need in their new role

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Role Change Best Practices

Follow the Principle of Least Privilege

Give team members the minimum level of access they need to do their work effectively.

Document Role Decisions

Keep track of why you assigned specific roles to team members, especially for administrative positions.

Review Roles Regularly

Periodically audit team member roles to ensure they still match current responsibilities.

Communicate Changes

Always notify team members when their role changes, even for promotions.

Have Multiple Owners

Ensure at least two team members have Owner access to prevent lockout situations.

Train New Admins

When promoting someone to Administrator or Owner, provide guidance on their new responsibilities.

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Special Considerations

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Owner Role Changes

Be extremely careful when assigning or removing Owner roles. Owners can delete the team, manage billing, and make irreversible changes.
  • Only Owners can assign or remove Owner roles
  • You cannot remove the Owner role from yourself if you are the last Owner
  • Consider having 2-3 Owners for redundancy

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Bulk Role Changes

If you need to change roles for multiple team members:
  1. Plan the changes in advance
  2. Communicate with affected members
  3. Make changes during off-peak hours if possible
  4. Verify each change after completion
If you need to change many roles at once, consider whether your team structure or processes need adjustment.

Inviting Members

Learn how to invite new team members

Removing Members

Understand how to remove team members

Team Settings

Configure your team preferences