Skip to main content
This guide walks you through your first session with ORbit: logging in, understanding the layout, and creating a case.

​
Log in

1

Open ORbit

Navigate to your facility’s ORbit URL in a browser. You’ll see the login screen.
2

Enter your credentials

Use the email and password provided in your invitation email. If this is your first login, you’ll be prompted to set a password.
3

Select your facility

If you have access to multiple facilities, select the one you want to work in. All data is scoped to your current facility.
You should now see the facility dashboard with today’s schedule and room status.
If you don’t see a login email, check your spam folder. If you still can’t access your account, ask your facility administrator to resend the invitation from Settings > Users.
After logging in, you’ll see the facility dashboard. The main navigation is in the left sidebar.
SectionPagesAccess
OperationsDashboard, Rooms, Block Schedule, SPDAll users
CasesCases list, Case detail, New caseAll users
AnalyticsOverview, Surgeons, Financials, Flags, ORbit Score, Data Quality, KPIsAll users
Settings8 categories with 28 pagesFacility admin only
AdminFacility management, templates, demo generatorGlobal admin only

​
Keyboard shortcuts

ShortcutAction
Cmd+K / Ctrl+KOpen global search
Cmd+N / Ctrl+NCreate new case
EscClose drawers and dialogs
Use global search to quickly jump to any case, surgeon, procedure, room, or settings page. It’s the fastest way to navigate ORbit.

​
Understand the dashboard

The facility dashboard is your operational command center. It shows:
  • Live pulse banner with real-time facility status
  • KPI cards for today’s key metrics (toggle between today, this week, this month)
  • Schedule adherence timeline in Gantt format
  • Needs attention section highlighting cases that require action
  • Room status cards showing current case and pace per room
The dashboard auto-refreshes via Supabase Realtime subscriptions. You don’t need to manually reload to see updated case status.

​
Create your first case

1

Navigate to cases

Click Cases in the sidebar, then click the New case button.
2

Fill in case details

Select a surgeon, procedure type, operating room, and scheduled date/time. Add payer information and any relevant notes.
3

Add team members

Assign staff members to the case including anesthesia providers, nurses, and surgical techs.
Staff assignments use the unified case_staff table. All staff roles (nurses, techs, anesthesia providers) are managed in the same workflow.
4

Review and save

Review the case summary. Saving the case creates it with the appropriate milestone template pre-populated based on the surgeon and procedure selection.
Your new case appears in the Cases list and on the Rooms page for its scheduled date.
When you create a case, ORbit automatically resolves the correct milestone template using the cascade: surgeon override, then procedure template, then facility default. The milestones appear in the case detail page ready for time recording.

​
Record milestones

1

Open the case

Navigate to the case from the Cases list or click the case on the Rooms page.
2

Record timestamps

Click on each milestone to record the current time. Milestones are grouped by phase (Pre-Op, Intra-Op, Post-Op, etc.).
3

Verify the timeline

The phase-grouped timeline updates in real time. Verify that the milestone times look correct before moving on.
Milestone timestamps are validated in sequence — ORbit will warn you if a later milestone is recorded before an earlier one.

​
Troubleshooting

Verify that you’re viewing the correct date. The dashboard defaults to today’s schedule. Also confirm that cases have been created for your facility — new facilities start with an empty schedule.
These sections are restricted by role. Settings requires facility administrator access, and Admin requires global administrator access. Contact your facility administrator to adjust your role.
The template is resolved at case creation time using the cascade (surgeon override > procedure template > facility default). If a template was changed after the case was created, the case retains its original template. To apply a new template, the case would need to be re-created.

​
What’s next

Key concepts

Learn about milestones, phases, templates, and scoring.

Cases

Deep dive into the case management lifecycle.