The AI
Coordinator.
It sits in your team’s group chat. Mention it the way you would tell a colleague, and it moves the card, keeps the record and the numbers — after checking with you. Nobody fills in a form or learns a command.
telegram or slack · an afternoon to set up · your team stays in the chat · nothing saved without a yes
[ who is listening ]
Helmior.
Say its name, and it reads that sentence. Only that one.
It works out which record you mean, where it goes, who is on it and by when — then says so, and waits for a yes. What gets confirmed goes into the book: a name, a time, and the words that caused it.
a building studio, 10:02 on a Thursday
09:58 · Devanyone seen the ellis drawings?
not addressed · passes by
10:02 · Maya
@Helmior the Ellis1 brief is signed off2 — Priya3 starts production Monday4
- 1 · record
- Ellis residence
- 2 · stage
- Brief → In production
- 3 · on it
- Priya Nair
- 4 · due
- Mon 22 Sep
Helmior
Move Ellis to In production, put Priya on it, due Monday?
👍 Maya
written to the book · 10:03 · confirmed by Maya
[ one message, three places ]
Said once.
Filed everywhere.
Tom
Helmior
👍 Tom
Screening
Interview
Offer
Jonas Berg
Aiko Tanaka
Carlos Mendes
Sarah Okonjo
- 10:14Helmior moved Sarah Okonjo → Interview · 👍 Tom
- 09:40Helmior added Ben Adeyemi · #hiring
fig. 07 — one sentence, one yes, three places
[ what happens once you connect it ]
One afternoon of setup.
Then it runs on the conversation.
14:00
Connect the group chat
Add Helmior to the Telegram group or Slack channel your team already uses.
14:06
Pick a template
Recruitment, legal, IT services and more. Every word on it is yours to change.
14:10 – 14:34
Draw how work really moves
Add the branch where things fall out; put people on stages. The one part only you can do, so it gets the time.
14:38
Deploy
The draft goes live, and Helmior tells the channel what changed.
14:41
The first mention
“@Helmior new candidate Ben Adeyemi.” From here on, it runs on the conversation.
- …and every day after, on the conversation.
fig. 11 — one afternoon, drawn to scale
[ draft and live ]
Change it on a Tuesday.
Without breaking Tuesday.
fig. 08 — the draft, laid over what is live
This affects records in flight
3 active records sit in stages this deploy changes.
- On holdrenamed3 records
Adding a stage asks nothing. Changing one that holds live records does — and names the records it would touch.
or describe the change
“Add a legal sign-off step after Proposal.”
→ drawn onto the draft for you to check. Nothing goes live until you deploy.
[ what you get ]
One record,
taken apart.
- 1
Called what you call it
The card says candidate, matter or listing, and the columns are your stages, in your words.
- 2
A path, not a line
Stages branch, loop back and end in more than one place. ‘Not a fit’ is a stage you drew, not a status flag.
- 3
The people on it
Assigned in the conversation. Who answers to whom fills in as people join the chat — with your approval.
- 4
A clock on every stage
Anything that has sat still past three days is flagged, on the board and on Home.
Sarah Okonjo
Engineering manager · referred by Priya
came in from #hiring · Telegram
Tom · reports to Maya
- Thu 10:14 Helmior · to Interview · 👍 Tom
- Tue 16:02 Priya · left a note
- Mon 09:40 Helmior · added from chat
- 5
Four ways to look at it
Board, List, Notes and Activity. One set of records underneath all four.
- 6
Where it came from
A Telegram group, a Slack channel, or a lead form on a Meta ad.
- 7
A history nobody wrote
Every change, who made it and when — and whether it was a person or Helmior.
- 8
Kept apart
Hiring in one channel, new clients in another. Each pipeline answers to its own.
All of it adds up on Home: what’s active, what you won this week, what’s stuck, and who has too much on.
fig. 05 — one record, and not one form
[ letting software near your business ]
Nothing happens
quietly.
IT IS MENTIONED
@Helmior …
IT SAYS WHAT IT HEARD
a proposal, not a change
not sure → it asks a question back
A RULE CHECKS IT
no AI in this step
not allowed → it stops; nothing saved
A PERSON AGREES
👍 in the chat
👎 → discarded, flagged to you
THE BOOK
name · time · words
fig. 14 — the only way a change gets in
Delete anything
dashboard only · typed confirmation
Change who may do what
a person's call, never the AI's
Answer outside your pipelines
no search, no opinions, no small talk
Obey “as the CEO…”
who sent it counts, not what it claims
said plainly
What it reads
Messages that mention it, and the start phrase you choose for new records. The rest of the chat passes it by.
What it writes down
Only what somebody confirmed: what changed, who said it, when, and the words that caused it — in a log that is added to, never edited.
Who it listens to
Somebody new in the chat is flagged to you and waits. Their messages move nothing until you say they belong.
[ questions ]
Reasonable
doubts.
The eight we get asked before anyone signs up. If yours is not here, it is a two-line email away.
How long does it take to set up?+
An afternoon. Connecting the chat and picking a template take minutes; drawing how your work really moves takes the rest. Start from a recruiting, legal or IT example and change it, rather than starting from nothing.fig. 11
Can I change the steps later?+
Whenever the way you work changes. Edits wait in a draft until you deploy, and every record keeps its full history — including the steps it went through under their old names.fig. 08
Is it reading everything my team says?+
No. It acts on messages that mention it, and on the start phrase you pick for new records. Everything else in the chat passes it by.
What happens when it gets one wrong?+
Usually it never lands: nothing is saved until somebody in the chat says yes, and a no throws it away. If a confirmed change was still wrong, fix it in the dashboard — the mistake and the fix both stay in the history.fig. 14
Does my team need accounts?+
No. They stay in the group chat they already use. Anyone who wants to look can open a read-only view of their own records; only admins change how things are set up.
Can someone in the chat trick it?+
Not by claiming to be somebody. It knows people by their chat account, not by what a message says, so “as the CEO…” changes nothing. Newcomers wait for your approval before anything they say moves a card.fig. 14
Is our data kept apart from everyone else’s?+
Yes. Each business is walled off from every other where the data is read, not just on screen, and each pipeline belongs to a single channel — nothing crosses between them.
Can we run more than one at a time?+
Yes — hiring in one group chat, new business in another, each with its own words and its own steps. They stay separate, and so does who can see what.fig. 05
Your team is already talking.
Let Helmior keep the book.
An afternoon to set up. After that, the board fills in from the conversation you were having anyway.