Enterprise Vault Management Guide

How to Design Your Setup for Security, Clarity, and Control

Your vault is the foundation of your organization’s digital asset security.

The way you structure access, permissions, and signing roles directly impacts efficiency, compliance, and peace of mind.

This guide will help you think through key considerations when setting up or optimizing your vault — so it supports your internal processes, approval flows, and long-term security goals.

🧠 1. Start with a Systems Mindset

Vault management isn’t just a security feature — it’s part of your operational workflow.

Before customizing your setup, map out:

• How your team collaborates around sensitive assets
• Who needs visibility, approval, or management rights
• Your compliance and audit requirements
• What “success” looks like for your team (e.g., speed, security, transparency, control)

The goal is to make your vault fit your structure — not the other way around.

👥 2. Define Teams and Roles

Every organization structures responsibility differently.

Clarifying roles early helps you maintain clarity and accountability.

Questions to consider:

• Which individuals or departments will need access to the vault?
• Do different members need different levels of control (e.g., view-only vs. signing authority)?
• Should specific roles or teams be restricted from certain tools or transactions?

Clearly defined roles simplify onboarding and prevent permission overlap.

🔐 3. Configure Permissions and Access Controls

Enterprise vaults offer flexible access control to match your internal hierarchy.

You can define how decisions are made and who must participate in approvals.

Consider:

• Do you require multi-approval workflows for outgoing transactions?
• Should permissions differ by region, role, or asset type?
• Is transaction history or a full audit log required for compliance?

Setting these controls upfront helps maintain consistency as your organization grows.

🧑‍💼 4. Team Signing

Team Signing lets you share vault responsibility while maintaining control and security.

🔑 How It Works

• The original account owner acts as the Team Manager.
• Additional users are assigned as Key Managers.
• Using the Casa app, the Team Manager can assign hardware keys to trusted colleagues:
  • Up to 3 total hardware keys in a 3-of-5 vault
  • Up to 4 total hardware keys in a 3-of-6 vault

This distribution enhances security and operational resilience by removing single points of failure and allowing for multi-party approvals.

When a key is assigned to a team member:

• Signing requests are routed directly to that person.
• The Team Manager retains full administrative control and can rotate or revoke keys as needed (e.g., if a device is lost or someone leaves the organization).
• Monthly health checks ensure every team member maintains secure access to their assigned key.

💡 Team Signing is available to all Enterprise and Private Clients at no additional cost.

If you’re an Enterprise user and would like to add team members to your vault, contact your Client Advisor for next steps.

⚙️ 5. Customize for Your Workflows

Your vault should work the way your business operates.

Ask your team:

• What configurations would make daily operations smoother?
• Are there existing bottlenecks or security pain points you’d like to solve?
• Would automation or tiered visibility help efficiency?

Your vault setup can evolve as your organization grows — and your Client Advisor can help align features with your workflow.

🎯 6. Define Your Success Metrics

Success looks different for every enterprise.

You may prioritize:

• Faster internal approvals
• Simplified audits and compliance
• Reduced risk of unauthorized access
• Unified visibility across departments

Clarify what “success” means early so your setup can be fine-tuned to meet those goals.

🧩 7. Common Setup Patterns

Here are some structures frequently used by other enterprise clients:

📝 8. Document and Confirm Your Setup

Once you’ve outlined your structure, summarize it clearly:

“Finance will have access to transaction history, Security approves transfers, and Compliance has read-only dashboard visibility.”

Documenting this ensures alignment across your team and simplifies future audits or onboarding.

💬 Next Steps

Our Enterprise team can help translate your requirements into a custom vault configuration that aligns with your goals.

To learn more about Enterprise vault management or Team Signing, book a call with your Client Advisor.