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Module 4 · Scale and maintain · Lesson 13 of 13 · 20 minutes monthly

Admin: keep the team's setup healthy

The BMS Quorum setup stays predictable as people, states and issues change hands.

Open QuorumQuorum Help CenterFormal training in Quorum School

The BMS scenario

You're the internal Quorum owner at BMS and colleagues are asking who owns which sheet, why a colleague can't see a dashboard, and what the issue tags mean.

When to use it

Monthly, and whenever someone joins, leaves or changes region.

Why it matters

Most 'Quorum problems' the internal admin gets asked about are actually ownership and naming problems, not software problems — a colleague can't find the current sheet, or a region changed hands and nobody reassigned the searches. A predictable setup prevents most of these questions from happening at all.

Before you start

  • The current list of BMS users and which states each covers.
  • The naming and tagging conventions from the earlier lessons.

Field guide

Naming and ownership standard (published, not just known)
Publish it where the team already works and enforce it in triage — a standard nobody can find isn't a standard, it's a memory.
Sharing settings on sheets, dashboards and searches
Share explicitly with named people rather than a broad default; review this alongside ownership, not separately.
Handover checklist for a departing or reassigned colleague
Reassign sheets, searches and alerts in the same week as the change — this is the single biggest source of orphaned, stale tracking.

If your situation is different

  • If a colleague reports they can't see a feature or dashboard you know exists, treat it as a subscription or permissions question first and route it to the Quorum account team, rather than assuming it's a training gap.
  • If two people have built near-identical dashboards for the same question, merge them and name the survivor clearly, rather than letting both persist and confuse which one is current.
  • If the issue taxonomy needs to change mid-session due to a leadership priority shift, rename the existing tag and update the definitions doc immediately, rather than waiting for the session-close clean-up.

Step by step

Steps describe the general Quorum workflow. What your seat shows depends on the BMS subscription — check with your Quorum admin if a control isn't there.

  1. 1

    Keep a short standard for naming and ownership

    Issue — region — owner, on searches, sheets, dashboards and alerts. Publish it once and hold to it; it removes most 'which one is current?' questions.

    Do this in Quorum

    1. 1.1Publish a short standard for naming and ownership — Issue — Region (owner) — across searches, sheets, dashboards and alerts.
    2. 1.2Review who is set up and what each person owns, state by state.
    3. 1.3Note gaps — a state with no named owner is where tracking quietly stops.

    You know it worked when: Every covered state has a named owner and the naming standard is published somewhere the team sees it.

  2. 2

    Reassign, don't orphan

    When someone changes region or leaves the team, reassign their sheets and alerts in the same week. Orphaned views are how sheets go stale.

    Do this in Quorum

    1. 2.1Check shared sheets, dashboards and searches are shared with the right people, not with everyone by default.
    2. 2.2Confirm each shared item has one accountable owner recorded in its name or description.
    3. 2.3When a colleague changes states or leaves, reassign their sheets, searches and alerts in the same week — don't let them go orphaned.

    You know it worked when: No shared item is ownerless, and handovers happen within the same week as the change.

  3. 3

    Handle access questions with the account team

    If a colleague can't see a feature or dashboard, it's usually subscription or permissions. Route it to your Quorum contact rather than rebuilding the view.

    Do this in Quorum

    1. 3.1Route access or feature-visibility questions to the Quorum account team rather than trying to rebuild the missing view yourself.
    2. 3.2Keep a short written note of what was asked and resolved, so the next similar question doesn't start from zero.

    You know it worked when: Access questions are routed to the account team rather than worked around internally.

  4. 4

    Run the clean-up at session close

    Archive prior-session material and reconcile the issue taxonomy with the state team in one working session.

    Do this in Quorum

    1. 4.1Run the clean-up at session close: archive prior-session material and reconcile the issue taxonomy with the state team in one working session.
    2. 4.2Onboard a new colleague with one live workflow, not a tour of every feature.

    You know it worked when: No orphaned searches or alerts remain after a handover, and a new colleague can run one live workflow unassisted.

Common mistakes

  • Letting a departing colleague's sheets and alerts sit unreassigned.

    Fix: Reassign ownership in the same week as the change, before access is revoked.

  • Trying to resolve a permissions or visibility question by rebuilding the view.

    Fix: Route it to a Quorum admin or the BMS account team first — it's usually a subscription or permissions issue, not a build problem.

  • Onboarding a new colleague with a full feature tour instead of one live workflow.

    Fix: Walk them through one real task end to end; a full tour doesn't stick the way one lived workflow does.

  • Letting duplicate dashboards persist because merging feels disruptive.

    Fix: Merge promptly and communicate the merge, so a rebuilt duplicate doesn't reappear later.

Prompts to run in Quincy, inside Quorum

Quincy is the agentic layer in Quorum — it works on your live data. Copy a prompt into Quincy after you log in. If you want the steps explained first, ask the site guide.

  • "List sheets and dashboards that haven't been updated in the last 60 days."
  • "Summarize the current issue tag list and flag any that look like near-duplicates."
Open Quincy in Quorum

Practice it now

  1. 1) Run a monthly 45-minute audit: owners, sharing, naming, tags — in that order.
Open Quorum and try it

Done looks like this

  • Predictable ownership across states.
  • Handovers that don't lose tracking.

When to stop and ask

For anything involving what a specific seat can see, subscription-level features, or adding/removing users, always confirm with a Quorum admin or the BMS account team (Michael Fuentes, michael.fuentes@quorum.us) — don't guess at permissions on their behalf.