Getting Started

This guide walks you through the initial setup of your Helix Corp organization.

First Steps

When you first log in, you'll see a Getting Started checklist on your Dashboard. Complete these steps to set up your organization:

1. Setup a Policy - Define your travel rules and requirements
2. Setup Cost Codes - Create codes for expense tracking and allocation
3. Purchase Helix Credits - Add funds to your account for bookings
4. Invite Colleagues - Add team members to your organization
5. Use Helix - Access the main Helix app to start booking travel

Prerequisites

Before you begin, ensure you have:

• Access to your organization's admin portal
• Owner or Travel Admin role permissions
• Your company email domain(s) for verification

Step 1: Organization Settings

Navigate to Settings to configure your organization's basic information.

General Settings

1. Set your Organization Name — This appears in emails and the admin portal
2. Add a Billing Email — Where invoices and billing notifications are sent

Travel Defaults

Configure default behavior for all trips:

Step 2: Verify Your Domain

Domain verification ensures only people with your company email can join your organization.

Adding a Domain

1. Go to Settings → Verified Domains
2. Enter your company domain (e.g., company.com)
3. Click Add

A verification code will be generated. You'll need to add this as a TXT record in your DNS settings.

Step 3: Invite Your Team

Once your domain is verified, you can invite team members.

Sending Invitations

1. Go to Users & Roles
2. Click Invite User
3. Enter the email address
4. Select an appropriate role:
   • Traveller — For employees who book travel
   • Approver — For managers who approve requests
   • Travel Admin — For travel program managers
   • Finance Admin — For finance team members
   • Owner — For organization administrators
5. Optionally, add them to user groups
6. Click Send Invitation

Invited users receive an email with a link to accept the invitation. The invitation expires after 7 days.

Step 4: Create User Groups

Groups help you organize travelers and target policies effectively.

Example Groups

Creating a Group

1. Go to Groups
2. Click Create Group
3. Enter a name and description
4. Optionally, set a default approver for the group
5. Click Create Group
6. Add members by clicking Members on the group row

Step 5: Define Travel Policies

Create policies to enforce your organization's travel guidelines.

Creating Your First Policy

1. Go to Travel Policies
2. Enter a policy name (e.g., "Standard Policy")
3. Click Create Policy
4. Choose a template or start from scratch
5. Add rules for cabin class, hotel budgets, etc.
6. Assign the policy to user groups
7. Click Publish Changes to activate

Step 6: Set Up Cost Codes

If you're tracking expenses by department or project, set up cost codes.

1. Go to Cost Codes
2. Click Add Cost Code
3. Enter:
   • Code — A short identifier (e.g., ENG-001)
   • Description — What this code is for
   • Cost Center — Your internal cost center ID
   • GL Code — General ledger code for accounting
4. Click Create Code

Step 7: Purchase Helix Credits

Add funds to your account to enable travel bookings.

1. Go to Finance page
2. Enter the amount you want to add
3. Select your currency (GBP, USD, or EUR)
4. Complete payment via Stripe
5. Credits are added immediately to your account

What's Next?

Your organization is now ready to use! Here's what to explore next: