Adding Seats to your Hub

HelmXP has eight fixed executive Seats per Hub. The CEO Seat is assigned automatically at signup. You invite executives to the other seven Seats from your Hub's admin section.

Before you start

• You must be signed in as the CEO Seat
• Each executive needs a work email address
• Seats 3–8 can be reassigned to any supported role before or after inviting the executive

Step 1 — Open user management

Go to {your-hub}.helmxp.com/manage/users. This page shows all eight Seats with their current assignment status.

Step 2 — Confirm or change the role for each Seat

Seats 1 (CEO) and 2 (CFO) are fixed. Seats 3–8 default to COO, CLO, CHRO, CMO, CXO, and CRO respectively. To change a role:

1. Click the Seat card you want to change
2. Click Change role
3. Select the role from the menu

Supported swappable roles: COO, CLO, CHRO, CMO, CXO, CRO, CTO, CISO, CIO, CDO, CSO, General Counsel, Chief Audit Executive, Chief Compliance Officer, Chief of Staff.

Role changes take effect immediately and are recorded in the Logbook.

Step 3 — Invite an executive to a Seat

1. Click an unassigned Seat card
2. Click Invite to this Seat
3. Enter the executive's work email address
4. Click Send invitation

An invitation email is sent immediately. The invitation link is valid for 7 days. If it expires before the executive accepts, you can resend it from the same Seat card.

Step 4 — Invite Sub-seats (optional)

Each Seat can have up to five Sub-seats — VPs, directors, and analysts who draft content for their executive's review. Sub-seats do not hold an executive Seat; they work within the context of the Seat they are assigned to.

To invite a Sub-seat:

1. Click the executive Seat card
2. Click Manage Sub-seats
3. Click Invite Sub-seat
4. Enter the Sub-seat's email address and name
5. Click Send invitation

The Sub-seat will see a view scoped to their assigned Seat — they cannot see other Seats' sections until the CEO assembles the final briefing.

Resending an invitation

Invitations expire after 7 days. To resend:

1. Go to {your-hub}.helmxp.com/manage/users
2. Click the Seat with a pending invitation (shown with a "Pending" status pill)
3. Click Resend invitation

Removing a Seat holder

To remove a person from a Seat:

1. Click the Seat card
2. Click Remove from Seat
3. Confirm the removal

The removal is logged in the Logbook. The Seat becomes unassigned. Any sections the removed executive had authored remain in the briefing; the CEO Seat can reassign authorship to a new Seat holder.

Captain invitations

Captains are board members. They receive briefings and leave comments. Inviting Captains is a separate process from inviting Seats.

From {your-hub}.helmxp.com/manage/captains, invite each board member by email. Captains sign in via magic link by default — they do not set a password unless they choose to.

See also

• [[how-helmxp-works-crew-model]] — understanding the Seat and Captain structure
• [[authentication-and-access-controls]] — sign-in methods and MFA settings
• [[starting-a-helmxp-hub]] — onboarding checklist for new Hubs