Getting started
Your invitation
You’ll receive an email inviting you to Orbit, containing a link to set your password and activate your account. The link is single-use. If it has expired or never arrived, ask your Account Manager to resend it.
EnlargeSigning in
Go to Orbit URL and sign in with your email address and the password you set.
EnlargeForgotten your password? Use the reset link on the login screen. If you’re locked out entirely, your Account Manager can reset it for you.
Adding your colleagues
More than one person from your team can have access. Each gets their own login rather than sharing one, so comments are attributed correctly and everyone gets their own notifications. To add someone, tell your Account Manager who needs access — contacts are managed on our side.
Finding your way around
The left-hand menu is your navigation. Every partner has:
| Menu item | What it’s for |
|---|---|
| Projects | Every project we’re running for you, past and present |
| Add New Project | Request something new — see Section 03 |
Some accounts also see Ad-hoc Reporting or FTE Reporting. If either is in your menu, you likely have an Ad-hoc / FTE / BFTE work contract with White Label IQ. If neither is in your menu, neither applies to your account.
EnlargeThe projects list
Your landing view. Each row is a project, with its current status, the team on it, and when it was last updated. Use the search and filters at the top to narrow it down — by status, by type, or by name. If you run a lot of projects with us, filtering by status is the fastest way to see what’s actually moving.
EnlargeRequesting work
There are two ways to ask for something, and choosing the right one saves a round trip.
New project — for a new piece of work
Use this when the work doesn’t belong to anything we’re already running: a new website, a new campaign, a new retainer. Click Add New Project and fill in:
| Field | What we need from you |
|---|---|
| Project Name | Something you’ll recognise in a list six months from now |
| Type | The kind of work — this determines how we scope and staff it |
| Due Date | Your deadline, or tick No Due Date if it’s genuinely open |
| Project Followers | Anyone on your team who should get updates |
| Attachments | Any file worth attaching for project context |
EnlargeYou can attach files once the project is created, so mockups, brand assets and reference material all have a home.
Support request — for work on something existing
Use this when it relates to a project we already have: a fix, a change, a small addition. It keeps the history in one place rather than starting a parallel thread. You’ll pick the existing project, then describe what you need.
EnlargeWhat happens next
Your request lands with your Account Manager, who reviews scope and comes back to you — usually with questions, a quote, or a start date. The project appears in your list straight away, and its status changes as it moves through our process.
Inside a project
Open any project and you’ll see up to four tabs.
EnlargeTasks
The work itself, broken into individual pieces. This is where you’ll spend most of your time. Each task shows what it is, who’s on it, its status, and its due date. Open one to see the full detail and the conversation attached to it. Tasks are also where you’ll do most of your talking to us — see Section 05.
EnlargeBrief
The Brief shows the basic project details — project identity, hours and timeline, members. This section is mainly handled by your Account Manager.
Assets
Files, both directions: what you’ve given us, and what we’ve delivered. Upload here rather than emailing attachments, so files stay attached to the work they belong to and your whole team can find them.
EnlargeActivity
Available on some accounts — you may not see this tab.
A chronological log of what’s changed on the project: status changes, task updates, who did what and when. Useful when you’re catching up after time away, or reconstructing how something ended up the way it did.
How we’ll communicate
This is the section worth reading properly. Getting this right is the difference between Orbit saving you time and becoming another inbox.
Comments live on the work
Conversation happens in comments, attached to the specific task or project it concerns — not email. The reason is practical: a comment on a task is still there in four months when someone asks why a decision was made. An email thread isn’t — it’s in one person’s inbox, and they’ve left.
EnlargeTagging someone
Type @ in a comment and start typing a name to tag a specific person. They’re notified directly. Tag someone when you need a particular person to see it; comment without tagging when it’s context for whoever picks the task up.
What you see, and what you don’t
Orbit carries two kinds of comment: internal and client-visible. You see client-visible comments. Internal ones — our team working through approach, scheduling, or estimates — stay on our side.
We’re telling you this plainly because it’s better than you discovering it: the thread you read is deliberately curated. It isn’t the complete record of every word said about your project.
If a decision seems to have arrived without explanation, ask. There’s usually reasoning behind it that simply wasn’t written where you could see it, and we’ll happily share it.
Anything we write to you, we write client-visible. Everything you write is visible to our team.
Attachments in comments
You can attach files directly to a comment. Good for a screenshot of a bug, a marked-up PDF, a quick reference — anything where the file only makes sense alongside the message. For deliverables and source files, use the Assets tab instead, where they’re findable later.
Notifications
You’re emailed when someone tags you, replies to you, or updates something you’re following. Add yourself in any task as a Task Follower on anything you want to track closely. If you’re getting too much or too little, tell your Account Manager — following is adjustable per project.
Getting help
| Situation | Where to go |
|---|---|
| Something about a specific project | Comment on the project or task — it reaches the people doing the work and stays with the work |
| Something about your account | Your Account Manager — access, logins, colleagues to add, features you think you should have |
| Something looks broken | Your Account Manager, with a screenshot and what you were doing |
Everything at a glance
Questions about anything in this guide? Your Account Manager is the fastest route.