Editing subquorums

You can modify subquorums to add or remove members, adjust quorum requirements, or change how subquorums relate to each other (AND vs. OR logic).

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When to edit subquorums

Consider editing when:

• Team changes — Someone joins or leaves the approval group
• Role changes — Someone’s role changes; they should no longer be an approver
• Approval speed — Current requirements are too strict or too lenient
• Business changes — Your business structure changes (merge, reorganization)
• Redundancy — You have overlapping or duplicate subquorums

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Edit a subquorum

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Common edits

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Add a member

Scenario: New CFO joins; needs to be an approver. Action:

1. Open Finance subquorum
2. Tap Add member
3. Select new CFO
4. Save changes

Result: New CFO is now part of the Finance subquorum; can approve operations.

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Remove a member

Scenario: Treasurer leaving; should no longer approve operations. Action:

1. Open Finance subquorum
2. Find Treasurer in the member list
3. Tap Remove
4. Save changes

Result: Treasurer can no longer approve; approval quorum may adjust automatically.

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Adjust approval threshold

Scenario: Too many approvers required; approvals are slow. Before: “3 of 5 Treasury Committee” After: “2 of 5 Treasury Committee” Action:

1. Open Treasury Committee subquorum
2. Change requirement from “3 of 5” to “2 of 5”
3. Save changes

Result: Approvals now require only 2 instead of 3; faster process.

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Change subquorum relationship

Scenario: Subquorum logic should change. Before: Finance AND Risk (both must approve) After: Finance OR Risk (either can approve) Action:

1. Open vault policy
2. Find subquorum relationship section
3. Change from “AND” to “OR”
4. Save policy

Result: Operations now need approval from Finance OR Risk (not both).

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Member count adjustments

When you remove members, the quorum requirement may automatically adjust: Example:

• Before: “2 of 3” members {CFO, Controller, Treasurer}
• Remove: Treasurer
• After: Automatic adjustment to “2 of 2” (both CFO and Controller now required)

If this isn’t what you want:

1. Manually adjust the requirement — Change “2 of 2” to “1 of 2” if that’s preferable
2. Or add a replacement member — Add another treasurer to restore original structure

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Renaming subquorums

You can rename a subquorum for clarity: Before: “SQ1” After: “US Signatories” Renaming helps users understand the subquorum’s purpose without changing its function.

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Editing subquorum logic

For complex structures, you might change how subquorums combine: Before: (Finance) AND (Risk) AND (Legal)

• All three groups must approve

After: (Finance) AND ((Risk) OR (Legal))

• Finance must approve, and either Risk or Legal must approve

This is more flexible — you don’t need all three groups, just Finance + one specialist.

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Impact analysis

Before finalizing edits, consider the impact: Questions to ask:

1. Will this speed up or slow down approvals?
2. Are any approval paths now impossible?
3. Are any approvers now redundant?
4. Will users understand the new structure?

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Communicating subquorum changes

When you modify a subquorum, notify affected users:

1. What changed — Which subquorum and what specifically changed
2. Why — Business reason for the modification
3. Effective date — When does it take effect?
4. Impact — How does this affect approval processes?
5. Examples — Show an example of an operation under the new structure

Example notification:

• “We’re removing the Assistant Treasurer from the Finance subquorum (still have CFO and Controller).”
• “This changes ‘all 3 must approve’ to ‘2 of 2 must approve’ — approvals will be faster.”
• “Effective: January 10”

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Approval for subquorum edits

Modifying subquorums requires the same approval as creating them:

• Approvers: Based on your admin policy
• Timing: Edit takes effect after approval
• Audit trail: Changes are recorded showing before/after state

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Rolling back edits

If an edit causes problems:

1. Revert to previous state — Some systems allow rolling back recent changes
2. Manual reversion — Edit again to restore previous settings
3. Notify users — Explain the reversion and why

Document the reversion in your audit trail.

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Documenting subquorum changes

Record changes over time: This history helps you understand policy evolution.

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Best practices for editing subquorums

• Make one change at a time — Don’t edit multiple subquorums simultaneously; hard to track impact
• Test the impact — Mentally trace operations through the new structure
• Document the reason — Record why the change was made
• Communicate changes — Notify all approvers of modifications
• Review quarterly — Check that subquorum structure still matches org structure
• Keep it simple — 3-4 subquorums is usually enough; more than that is hard to manage
• Fallback paths — Ensure there’s always a way for operations to be approved, even if someone is unavailable