Core systems
Use one clear system per task:
| Need | System or route | Owner |
|---|---|---|
| Passwords and account secrets | 1Password | Everyone |
| Internal communication | Slack | Everyone |
| Email, calendar, and docs | Google Workspace | Everyone |
| Project planning, documentation, issues, and strategy | ClickUp | Leadership team |
| Source control and code collaboration | GitHub (Helixiora) | Engineering |
| Billable and contract-based time registration | Harvest | People with billable hours or contract-based work |
| Leave and sick leave | People lead (Robin), plus calendar and Slack visibility | Everyone |
| Receipts and reimbursements | Deel or email, depending on contract form | People lead (Robin) |
| Payslips and tax documents | Depends on country and contract form | People lead (Robin) |
| Access and device support | Ask the Technology lead (Walter) directly | Technology lead (Walter) |
| Website CMS | WordPress | Marketing / Web owner |
| Cloud hosting and infrastructure | Azure, AWS, Hetzner, Linode | Engineering / Platform |
| Design and visual content | Figma, Canva | Design and content owners |
There is currently no single HR portal. Some admin workflows still depend on country and contract form.
Role-based starter kits
Because Helixiora does consulting work, client context may add or replace tools. Start with the Helixiora baseline below, then add only the client-specific tools the project actually needs.
| Role category | Default toolkit | Notes |
|---|---|---|
| Everyone | 1Password, Slack, Google Workspace, ClickUp | This is the company-wide baseline. |
| Engineering | GitHub, local development tools, approved AI tooling, and only the cloud/platform access needed for the current project | See the Engineering Starter Kit. |
| Leadership | ClickUp, Google Workspace, Slack, and Harvest when time registration applies | Leadership uses this with people, growth, and expense workflows. |
| Finance and payroll coordination | Google Workspace, Slack, Deel, and country- or contract-specific payroll routes | See Compensation & Benefits. |
| Marketing and web | WordPress, Figma, Canva, LinkedIn, Google Workspace, and Slack | Use the team-specific workspace URLs where they exist. |
Support channels
Use clear rules for where support should start:
- Internal coordination: use Slack channels by default.
- Time registration: use Harvest if you run billable hours or work on a contract basis.
- Leave and sick leave: tell the People lead (Robin) directly and keep your calendar and Slack status accurate.
- Expense questions: use Deel or the email route that matches your contract form. Ask the People lead (Robin) if you are unsure.
- Payroll questions: ask the People lead (Robin).
- Project and documentation questions: use the relevant ClickUp space/task.
- Code and engineering collaboration: use GitHub issues and pull requests.
- Urgent access issues: contact the Technology lead (Walter) immediately.
External channels and public presence
- Prefer Slack over WhatsApp or other external messaging tools.
- Client context may sometimes require external messaging tools; when possible, keep decisions and summaries in Slack afterward.
- Our company page: Helixiora on LinkedIn
If a team uses a more specific workspace URL than the links above, prefer that team-specific Helixiora entry point.
Useful response expectations
Use these response expectations as the default:
| Issue type | Expected first response |
|---|---|
| Access blocked on first day | Same business day |
| Normal IT request | Within 1 business day |
| Expense question | Within 2 business days |
| People policy question | Within 2 business days |
Keep the handbook trustworthy
This page is only useful if the tool names and owners stay current. When a system changes, update the handbook at the same time rather than relying on people to discover the new process informally.