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Team

4 guides · 15 questions

Invite teammates, set their roles and choose which clients each one can see.

At a glance

Where in Orbit: Sidebar › Manage › Team
Who can use it: Everyone at your agency can see the team. Agency Owners and Admins invite people and change roles and access.

What it’s for

Team lists everyone at your agency with their roles, which clients they can see, and whether they’ve accepted their invite.

Each person has two roles. Their System Role decides what they can do in Orbit. Their Specialty Role names the work they do, which can decide the clients they see and, where your agency has it, their Mission Control board.

Client Access then narrows what they see: all clients, the clients matching their specialty, or only the ones you assign.

Guides

Questions

Who can invite people to our agency?
An Agency Owner or Admin. Managers and Specialists can open Team but don’t see Invite Member.
Invite a teammate System Role: what each one can do
How do I make someone an Owner?
Only an Owner can. In Team, an Owner picks Owner in that person’s System Role dropdown, or when inviting them. For Admins, Owner is greyed out in that dropdown and isn’t offered in Invite Member.
System Role: what each one can do
Can I remove or demote the last Owner?
No. An agency always keeps at least one Owner, so Orbit refuses with “Cannot remove the last owner”. Make someone else an Owner first.
System Role: what each one can do
What’s the difference between Owner and Admin?
Almost the same. Only an Owner can make someone an Owner, and the last Owner can’t be removed. Choosing a client’s Trade Desk advertiser and pushing to The Trade Desk are Admin-only.
System Role: what each one can do
What can a Manager do that a Specialist can’t?
A Manager can delete, archive or restore media plans, send reports to clients, choose what clients see in their portal, and change taxonomy. A Specialist can’t do those things.
System Role: what each one can do
How do I change someone’s role?
In Team, pick a new role in their System Role column. It changes straight away. Only an Owner or Admin can do it.
System Role: what each one can do
Does a Specialty Role change what someone can do?
No. Permissions come from the System Role. The specialty can decide which clients someone sees, and which Mission Control board they get if your agency has Mission Control.
Specialty Role: what it changes
Can I limit which clients a teammate sees?
Yes. Select their Client Access cell in Team and choose Assigned clients only, then tick their clients. They see only those clients and their plans, reports, pacing and data.
Invite a teammate Client Access: which clients someone sees
Why can’t I set a new teammate’s client access?
Client access can be set once they accept their invite. Until then the panel says “This member hasn’t accepted their invite yet — client access can be set once they do.”
Client Access: which clients someone sees
What does a new teammate see before I set their access?
All clients. Set their Client Access as soon as they show as ACTIVE if they should see fewer.
Client Access: which clients someone sees
Why does a teammate see no clients?
Their Client Access covers none: Assigned clients only with nothing ticked, or a specialty with no matching service. Tick their clients, or switch them to All clients.
Client Access: which clients someone sees
How do I resend an invite?
While they show as INVITED, open the menu on their row in Team and choose Resend Invite. It keeps the roles you picked.
How invites work
Their invite link says it has expired. What now?
Each link works once. On that page they can press Send me a new link and enter their email, or you can resend the invite from Team.
How invites work
What if the person I invite already has an Orbit login?
They get a sign-in link instead of an invite to set one up, sent to the same email.
How invites work
Can I change a teammate’s name?
Yes. Open the menu on their row in Team and choose Edit Name.

How it works

Explainer: System Role: what each one can do

A System Role sets what someone can change in Orbit. Owners and Admins can do almost everything. Managers and Specialists work on plans, reports and pacing, and can view clients and connections without changing them.

Owner and Admin have the same permissions, with three exceptions. Only an Owner can make someone an Owner. The last Owner can’t be demoted or removed, so your agency always has one. And only an Admin can choose a client’s Trade Desk advertiser and push to The Trade Desk.

A System Role decides what someone can do. Which clients they can see is set separately, in their Client Access.

What each System Role can do
Task	Owner and Admin	Manager	Specialist
Add and edit clients	Yes	View only	View only
Connect, reauthenticate or delete platforms	Yes	View only	View only
Assign ad accounts to clients	Yes	View only	View only
Invite teammates and change their roles	Yes	No	No
Branding, report templates and agency goals	Yes	No	No
Choose what clients see in their portal	Yes	Yes	No
Create and edit media plans	Yes	Yes	Yes
Delete, archive or restore media plans	Yes	Yes	No
Change taxonomy	Yes	Yes	No
Build custom reports	Yes	No	No
Build AI Reports, where your agency has them	Yes	Yes	Yes
Send reports to clients	Yes	Yes	No
Set pacing targets and budgets	Yes	Yes	Yes
See margin and profit in pacing	Yes	No	No
Ask Data chat	Yes	Yes	Yes

Explainer: Specialty Role: what it changes

A Specialty Role names the work someone does, such as Paid Search or Strategy. It doesn’t change what they’re allowed to do. It can decide which clients they see, and which Mission Control board they get.

Client Access can show someone every client with the service that matches their specialty, for example All Paid Search clients. Specialties with no matching service can’t use that option, so assign their clients one by one.

Mission Control is switched on for some agencies only. Where it is, the board follows the specialty. An Owner or Admin whose specialty has no board sees the Executive board.

What each Specialty Role is matched to
Specialty Role	Client service it matches	Mission Control board
Executive	None	Executive
Paid Search	PPC	Paid Search & Social
Paid Social	Paid Social	Paid Search & Social
Programmatic	Programmatic	Programmatic
Account Manager	None	Account Mgmt
Strategy	None	Strategy
Creative	Creative	None yet
Analytics	Analytics	Analytics
Other	None	None yet

Explainer: Client Access: which clients someone sees

Client Access sets which clients a teammate can see, along with those clients’ plans, reports, pacing and data. You set it per person once they’ve accepted their invite.

The three Client Access options
Option	What they see
All clients	Every client at your agency.
All Paid Search clients, or their own specialty	Every client with the service that matches their Specialty Role, including clients added later.
Assigned clients only	Only the clients you tick. Star one to mark them as that client’s lead.

Until you choose, a new teammate sees all clients. Set their access as soon as they show as ACTIVE.
Changing someone to Specialist switches them to Assigned clients only and opens the panel so you can tick their clients. Changing them to another role gives them all clients again.
Someone with no clients, such as Assigned clients only with none ticked, sees no client data, pacing or insights.

Explainer: How invites work

Orbit emails them an invite with an Accept invite button. Each link works once. If it’s been used or has expired, the page it opens lets them ask for a new one.

The email’s subject reads “You have been invited to” followed by your agency’s name.
They show as INVITED in Team until they accept, then ACTIVE.
If their email already has an Orbit account, they get a sign-in link instead.
An expired or used link shows “Can’t use this invite link” with a Send me a new link button. They enter their email to get a fresh one.
While they’re INVITED, you can send it again: open the menu on their row and choose Resend Invite. It keeps the roles you picked.