Orbari manual
How to use Orbari on iPhone, iPad and Mac. Add the people in your life, write down your catch-ups, link family and friends, and keep your information yours.
Your first five minutes
Open People
People is your home base. On iPhone, the bar at the bottom has Settings and New Person. On iPad, New Person is at the top and Settings is at the bottom of the sidebar. On Mac, New Person is in the toolbar.
Add a person
Choose New Person and type their full name. Add their work and some notes if you know them. You can fill in the rest later.
Use Add
Open a profile and choose Add. From there you can log a catch-up, or add a task, contact details, dates, facts, gifts, money, relationships, family and pets.
Review before saving
When Orbari reads text or a recording, it shows you a Review screen first. Tick what’s right, untick what isn’t, then choose Add to Orbari.
Features still being tested
Orbari is still being tested before release. These features are built, but they still need testing on real devices:
- recording, and turning speech into text
- sharing from other apps
- unlocking with Face ID or Touch ID
- adding items to Apple Reminders and Calendar
- saving files to iCloud Drive
- buying the unlock
- connecting to a Mac over your network.
Use the People list
Add someone when your list is empty
- Open Orbari. You start on the People list.
- Choose Add Person.
- Fill in the New Person form, then choose Save.
- The new person appears in your list.
Add someone when you already have people
- On iPhone, choose New Person in the bar at the bottom of the screen. As you scroll down, it shrinks to just its icon.
- On iPad, choose New Person at the top of the screen.
- On Mac, choose New Person in the toolbar, or press Command N.
- Fill in the form and choose Save.
The free version keeps up to five people. When you have five, New Person offers Unlock Orbari, a one-time purchase, instead.
Search, filter and sort
- Search finds people by name, notes, work, contact details and more. It also finds family and pets you keep under someone’s profile. Orbari calls this their orbit.
- Filters sit above the list: All, relationship groups such as Family or Work, your own groups and saved filters, Archived and Recently Deleted. Choose the plus button to save a new filter.
- Sort by First name, Last name, Age (oldest first) or Needs attention. Needs attention puts the people you haven’t caught up with in a while at the top.
See who needs a nudge
On iPhone, the top of the People list shows Needs attention and Coming up. They hide while you search or filter.
On iPad and Mac, choose Home at the top of the sidebar. It shows Needs attention, Overdue follow-ups and Coming up.
Open the other lists and views
- Add from Text or Recording: paste or record, and Orbari suggests people and details.
- Interviews: record or paste a longer talk, such as a relative telling family stories.
- Family & Pets: everyone you track in someone’s orbit.
- Tasks: errands and to-dos, for a person or just for you.
- Follow-ups: who to check in with, overdue first.
- Insights: who you catch up with most, and a custom field compared across people.
- Tree: a family or work tree around one person.
- Constellation: everyone, as a map of who knows whom.
On iPhone, most of these are at the top of the People list, and Tree is on each profile. On iPad and Mac, switch between List, Tree and Constellation above the main area. On Mac, Follow-ups and Insights start hidden. Control-click the toolbar to customise it and add them.
Archive, delete or group people
- Touch and hold a person, or Control-click them on Mac, for more choices: Set as you, Add to Group, Archive and Delete.
- Set as you marks the person who is you. Profiles can then show who you both know.
- Archive hides someone from your list. To bring them back, open the Archived filter and choose Restore to People.
- Delete moves someone to Recently Deleted. From there you can choose Restore, or Delete Permanently to remove them for good.
- To act on several people at once, choose Edit on iPhone or iPad and select them. On Mac, Command-click to select them. Then you can share, group, archive or delete them together.
Fill in the New Person form
Name and photo
- To add a photo, choose Add Photo and pick one. You can skip this.
- Type their Full name.
- If buttons with family names appear under the name, choose one. This keeps a family’s surname spelled the same way.
- Custom initials is optional. Use it if you want different letters in their profile circle. Leave it blank to use their initials.
Work
Add a Job title and Company if it helps you remember them. Leave them blank for family and friends.
Notes and First fact
Notes is for the big picture: how you know them and what matters to them. The box says Anything you want to remember.
First fact is for one thing worth remembering, such as how you met. Orbari saves it as a fact on their profile.
To hide Work, Notes or First fact on this form, open Settings, choose People Data, then use the switches under New contact form.
Save or cancel
Choose Save to add the person. You can’t save until you type a name. Choose Cancel to close the form. If you’ve typed anything, Orbari asks before it throws it away.
The free version keeps up to five people. Unlock Orbari to add more.
Understand a person’s profile
The top of a profile shows their photo or initials, name, work and notes. For someone who has passed away, it also shows their lifespan. Most other parts appear once they have something in them.
Names & pronunciation
Their names in other languages or scripts, how to say them, recordings of their name, and what people call them.
Contact
Phone numbers, email, social accounts, websites and addresses. Select one to call, email, open the link or see the address in Maps.
Important dates
Birthdays, anniversaries, the day you first met, the day they passed away, and your own dates.
Follow-ups and tasks
Needs attention lists the follow-ups you haven’t finished. Tasks lists errands to do with this person.
Facts and details
Facts are short notes about them. Details are labelled fields, such as their favourite food.
Gifts and money
Gift ideas, gifts given and received, and money owed either way.
Connections
Connected to shows how they’re related to other people in Orbari. Also in their orbit lists the family and pets you track under them.
Catch-ups
Your notes from each time you talked. For someone who has passed away, this part is called Memories.
Edit their name, photo, work or notes
- Open their profile.
- Select their name or photo at the top. Or choose Add, then Edit Person.
- Change the photo, Full name, Custom initials, Job title, Company or Notes.
- Choose Save.
Change or remove something on a profile
Touch and hold an item, or Control-click it on Mac. Then choose Edit, Remove or Delete. On iPhone and iPad, you can also swipe left on most items.
Selecting a contact row calls, emails or opens it. To copy it instead, touch and hold it (or Control-click it) and choose Copy.
Paste, record, extract, review
Orbari can read a message, an email or your notes and suggest people, facts, dates and a catch-up. It reads them on your device. Nothing is saved until you review it.
Start Add from Text or Recording
- On the People list, choose Add from Text or Recording. On Mac, you can also press Command I.
- Paste a message thread, email, transcript or rough notes into Text.
- Or choose Record a catch-up and talk. Then choose Stop & transcribe. Orbari turns your words into text in the box. It doesn’t keep this recording.
- Choose Extract.
Recording and turning speech into text are built, but they’re still being tested on real devices.
Share from another app on iPhone or iPad
- In another app, such as Mail or Safari, choose Share.
- Choose Add to Orbari. You can share text, a web link, or a file such as a saved email or a Portable Document Format (PDF) file.
- Orbari shows Saved to Orbari. Open Orbari, and Add from text opens with what you shared.
Sharing from other apps is built, but it’s still being tested in release builds.
Review the people Orbari found
- The Review screen lists each person Orbari found. Untick anyone you don’t want.
- Under each name, a badge says New person or Links to, followed by a name. Select the badge to link them to someone already in Orbari, or to choose Make a new person.
- Untick any facts, dates or gift ideas that are wrong.
- If two names might be the same person, Orbari shows Possible duplicates. Choose Merge or Keep separate.
- To keep someone in another person’s orbit instead of giving them a full profile, turn on the Track under switch.
Review relationships and the catch-up
- Under Relationships, tick only the links that are right. Orbari saves a link only if it adds both people.
- Under Catch-up, turn Log this catch-up on or off.
- Use With to choose whose profile gets the catch-up.
- Change Kind if you need to.
- Choose Add to Orbari. To change the text first, choose Back.
If you reach the five-person free limit, Orbari adds who it can. It then tells you how many people need the unlock.
With or without Apple Intelligence
Apple Intelligence is Apple’s artificial intelligence (AI) on devices that support it. With it, Orbari understands your text better. Without it, Orbari uses a simpler reader, and the Review screen says Basic on-device extraction. Check the details carefully.
Interviews
An interview is for a longer talk, such as a relative telling family stories.
- Choose Interviews on the People list, then New interview. On Mac, you can press Shift Command I.
- Add a Title. Under Who’s speaking, choose Just my own notes, someone in Orbari, or Someone new.
- Paste or type the conversation, or choose Record the conversation.
- Choose Start to review what Orbari found. Or choose Save for later to finish another time.
Unfinished interviews wait in the Interviews list under In progress. Choose Resume to carry on.
Log a conversation by hand
A catch-up is your note about a talk or time together. Catch-ups also help Orbari show who you haven’t seen in a while.
Log a catch-up
- Open a person’s profile.
- Choose Log Catch-up. On iPhone, it’s the large button at the bottom. On Mac, you can press Command L.
- Set When did you catch up?
- Choose a Kind: Conversation, Call, Meal, Activity, Trip or Other.
- Write notes under What did you talk about? Bullet points are fine.
- Choose Save.
Tidy your notes
Choose Tidy notes to clean up what you wrote. With Apple Intelligence, Orbari tidies them on your device. Without it, Orbari turns your lines into a bullet list.
You see the tidy version first. Choose Use tidy version or Keep my notes. If you change your mind later, open Original notes and choose Restore original.
Record a catch-up
If your device can record, choose Record this catch-up. You can pause, resume and stop. The first time, Orbari asks to use the microphone.
Orbari keeps the recording on your device with the catch-up, so you can listen again later. It also tries to write what was said into your notes. To delete the recording, choose Remove recording.
Recording and turning speech into text are built, but they’re still being tested on real devices.
Add follow-ups
A follow-up is a reminder to check in with this person again.
- Dates in your notes, such as “next Friday”, appear under Suggested follow-ups. Orbari may also suggest checking in after a number of days.
- Choose a suggestion to add it.
- Or choose Add follow-up to add your own.
- Set the Title, the date next to On, and Add to: Reminder or Calendar event.
- Save the catch-up.
If you’ve connected a Reminders list or calendar, Orbari adds the follow-up there when you save. If not, it stays in Orbari until you choose Schedule. Read more about follow-ups and reminders.
Edit or delete a catch-up
On the profile, touch and hold the catch-up, or Control-click it on Mac. Then choose Edit or Delete.
Link people, family and pets
Add Relationship
- Open a person’s profile.
- Choose Add, then Add Relationship.
- Under Connect to, choose the other person. If nobody else is in Orbari yet, choose Add someone.
- Under Relationship, choose the Type, such as Partner, Parent, Friend or Colleague.
- For family types, choose the Kind: Full / Biological, Half, Step, Adoptive, Foster or Social.
- Read the sentence under your choices. It says how the two are related. Then choose Save.
Orbari adds the matching link to the other person too. For example, if Sam is Alex’s parent, Alex shows as Sam’s child.
If something looks unusual, Orbari shows Just checking. Read it, then choose Save again to keep the link.
Add to Their Orbit
- Open a person’s profile.
- Choose Add, then Add to Their Orbit.
- Type the person’s or pet’s name.
- Choose the Type: Person or Pet.
- Choose the Relation, such as Son, Partner or Friend. For a pet, choose Dog, Cat or Pet, and add Breed / details if you like.
- Add notes, then choose Save.
Each person can have up to 10 people and pets in their orbit. To give one of them a full profile later, touch and hold them (or Control-click them on Mac) and choose Promote to Contact.
When to use each
Use Add Relationship when both people need a full profile. Use Add to Their Orbit for children, partners, relatives, friends or pets you want to remember around someone. People and pets in someone’s orbit don’t count toward your five free people.
Explore family and connections
On a profile, Connected to lists their relationships. Choose Explore relatives to see people one or two steps away, such as cousins. Might be related shows links Orbari thinks may be true. Choose Add to keep one.
To see a family tree, choose Tree on a profile on iPhone. On iPad and Mac, switch to Tree.
Remember what matters next
Add an important date
- Open a profile and choose Add, then Add Important Date.
- Choose the Occasion: Birthday, Anniversary, Passed away, First met or Custom date. Birthday and Passed away appear only if the person doesn’t have one yet.
- For Custom date, type a label, such as Graduation.
- Set the Date. If you don’t know the year, turn on Year unknown, then choose just the month and day.
- For First met, you can write the story under How you met.
- Turn on Remind me every year to get a yearly reminder in Apple Reminders. Orbari asks for access the first time.
- Choose Save. If Orbari shows Just checking, read it, then choose Save again to keep the date.
Add a task
- Open a profile and choose Add, then Add Task. Or choose New task in the Tasks list. On Mac, you can press Command T.
- Type the task, such as Return her ladder.
- Add details if you like.
- Turn on Set a due date if it has a deadline.
- Turn on Add to Reminders to put a copy in Apple Reminders.
- If you didn’t start from a profile, choose who it’s For. You can choose No one — general task.
- Choose Save.
The Tasks list sorts tasks into Overdue, Today, Upcoming, Someday and Completed.
Follow-ups and reminders
Follow-ups are reminders to check in with someone. You add them when you log a catch-up. Tasks are for errands.
- A profile lists the follow-ups you haven’t finished under Needs attention. Choose Schedule to add one to Apple Reminders or Calendar. Choose Mark done once you’ve checked in.
- The Follow-ups list shows everyone’s follow-ups under Overdue, Today, Upcoming, No date and Recently resolved. You can also choose Dismiss.
- The first time you schedule one, Orbari asks which Reminders list or calendar to use. To change it later, open Settings, choose General, then go to Calendar & Reminders.
- Orbari never contacts anyone for you. It adds items to Reminders or Calendar only for the follow-ups, tasks and dates you set up.
- If you delete an item in Reminders or Calendar, Orbari shows Reconnect so you can add it back.
Staleness cues
When Staleness cues is on, people in your list slowly turn amber, then red, the longer it’s been since your last catch-up. You can turn it off in Settings, under General.
For someone who has passed away, Orbari shows their lifespan instead and never nudges you to get in touch.
Gifts and money
A gift can have a name, notes, a link, a price and a status: Idea, Given or Received. A debt records who owes whom, the amount and the reason. When you edit a debt, turn on Settled once it’s paid. Settled debts stay on the profile, crossed out.
Where app-wide controls live
On iPhone, choose the gear at the bottom of the People list. On iPad, it’s at the bottom of the sidebar. On Mac, choose Settings in the Orbari menu, or press Command comma.
General
Appearance, background tint, accent colour, profile icons, staleness cues and full names in the list. Also Remembering, Calendar & Reminders, App Icon and On-device AI. On Mac, also Date format and Menu Bar.
Privacy
App Lock: Lock Orbari, Face ID or Touch ID, Auto-lock, Change PIN (your personal identification number) and Lock now.
People Data
Sort order, which parts the New Person form shows, Add buttons on profiles, the usual time before a follow-up, and Custom Fields.
Sync
Markdown mirroring and its folder. On Mac, the LAN sync server. On iPhone and iPad, Connect to a Mac.
Data Management
Share people, Import from a file, Import from vCard or CSV, Sharing detail, Delete All Data and Reset App.
About
The version of Orbari you have, and links to orbari.app and to support.
Plan
How many of your five free people you’ve used, Unlock Orbari and Restore Purchases.
Lock Orbari with a PIN, Face ID or Touch ID
- Open Settings, then choose Privacy.
- Turn on Lock Orbari.
- Choose a PIN of at least 4 digits, then enter it again.
- Turn on Use Face ID or Use Touch ID if you like.
- Under Auto-lock, choose when Orbari locks again: Immediately, After 1 minute, After 5 minutes or After 15 minutes.
Your PIN is stored only on this device and can’t be recovered, so keep it safe. Set up App Lock on each device separately. To lock Orbari straight away, choose Lock now. On Mac, it’s also in the File menu.
Check if on-device AI is ready
Open Settings, then choose General. Under On-device AI, Status says Ready, Not supported on this device, Turn on Apple Intelligence, Preparing local model, or Requires a newer OS (operating system). You can always add everything by hand.
Change how Orbari looks
Open Settings, then choose General.
- Appearance: System, Light or Dark.
- Background tint: a soft colour behind the app.
- Accent colour: System, Match tint or Custom.
- Profile icons: show 1 or 2 letters, taken from the Featured name or the Primary name only.
- App Icon: more icons come with the unlock.
Restore a purchase
Open Settings, then choose Plan, then Restore Purchases. Your unlock belongs to your Apple Account through the App Store.
Delete all data or reset the app
Open Settings, then choose Data Management.
- Delete All Data removes every person and everything about them. Your settings stay.
- Reset App also erases your settings, your App Lock PIN and your sync connections. Orbari goes back to how it was the first time you opened it.
Both ask you to type DELETE or RESET to confirm, and neither can be undone. Files you exported or mirrored outside the app are kept.
Move quickly with shortcuts
Most Mac shortcuts are also in the menu bar. ⌘ is the Command key, ⇧ is Shift and ⌃ is Control. Esc is the Escape key.
- New PersonCommand NFile menu
- Add from TextCommand IFile menu
- New InterviewShift Command IFile menu
- New TaskCommand TFile menu
- TasksShift Command TFile menu
- Log Catch-upCommand LFile menu, with a person open
- List viewCommand 1View menu
- Tree viewCommand 2View menu
- Constellation viewCommand 3View menu
- Back and ForwardCommand left bracket, Command right bracketMove between the profiles you’ve opened
- SettingsCommand commaOrbari menu
- Lock nowControl Command LFile menu, when App Lock is on
- CancelEscapeCloses most forms. Orbari asks first if you have changes you haven’t saved.
More Mac menu commands
The File menu also has Add Gift (with a person open), Share All People and Import People. In the Help menu, Orbari Help opens a short guide in the app, and Open Online Manual opens this page.
The menu bar icon on Mac
Orbari can show an icon in the Mac menu bar, at the top of the screen. Choose it to write a quick catch-up note: choose a person, set the date and time, write what you talked about, then choose Save Catch-up. Your draft stays there while Orbari is open, so save it before you quit.
To choose what the icon offers, or to hide it, open Settings, choose General, then go to Menu Bar.
Quick actions on iPhone and iPad
Touch and hold the Orbari icon on your Home Screen. Then choose New Person, New Interview or New Task.
Common fixes
Markdown files are not updating
Check that Markdown mirroring is on and that the folder is still there. Then open Settings, choose Sync, and choose Export now. The files are copies. They don’t rebuild Orbari on another device.
AI help is not available
Open Settings, choose General, and check On-device AI. If Status isn’t Ready, follow the message shown there. Without it, Orbari still reads text with a simpler reader, and you can add everything by hand.
Recording doesn’t start
Orbari needs to use the microphone. If you said no before, allow the microphone for Orbari in your device’s Settings, or in System Settings on Mac. Then try again.
Nothing appears in Reminders or Calendar
Orbari needs access to Reminders or Calendar. If you said no before, allow it in your device’s Settings, or in System Settings on Mac. Then choose Try Again in Orbari. If you deleted an item in Reminders or Calendar, choose Reconnect in Orbari.
You can’t add more people
The free version keeps up to five people. Unlock Orbari for unlimited people. People and pets in someone’s orbit don’t count toward the five.
Your purchase is missing
Open Settings, choose Plan, then choose Restore Purchases. Make sure you’re signed in with the Apple Account that bought the unlock.
Connect your own tools to Orbari
This part is for people who write scripts. The Mac app can run a small server with an application programming interface (API). An API is a set of web addresses that your own tools can use to read your Orbari data. If you don’t need this, you can skip it.
What the local API is
It’s the same server that copies people to your iPhone or iPad. Here’s what to know:
- Mac only. Your Mac runs the server. iPhone and iPad can connect to it, but they don’t run one.
- Off until you turn it on. It never starts by itself.
- This Mac only, at first. With Reachable set to This Mac only, only apps on the same Mac can connect. They use plain Hypertext Transfer Protocol (HTTP), because nothing leaves your Mac.
- Your network, if you choose it. Other devices can then find your Mac through Bonjour, Apple’s way for devices to find each other on a local network. The connection is encrypted with Transport Layer Security (TLS), using a key made from your access token, so a device without the token can’t connect. This mode is for Orbari on your iPhone or iPad. Everyday tools such as curl, a command-line tool for web requests, can’t make this kind of connection.
- Mostly read-only. Tools can read your data. No tool can edit or delete anyone. Tools can add people only if you turn on Allow writes from the network.
- Private. Every request except the health check needs your access token. Nothing is sent to Orbari or any other company.
Reaching the server from another device is built, but it hasn’t yet been tested in a signed release build, the kind the App Store installs. It may not work yet.
Turn it on and get your access token
An access token is a long secret code. Your tools send it with each request, like a password.
- On your Mac, open Settings and choose Sync.
- Under LAN sync server, leave Reachable set to This Mac only.
- Turn on Run sync server. Address shows http://127.0.0.1:8787.
- Choose Copy token. On screen, Orbari shows only its last four characters.
- Paste the token into your tool, and keep it private.
To cut off everything that uses the old token, choose Regenerate token, then Regenerate. Then give your tools the new token. On a paired iPhone or iPad, choose Forget this Mac, then scan the new pairing code.
The server always uses port 8787, the number at the end of the address. If Status says the port is unavailable, another app is using it. Quit that app, then turn Run sync server off and on again.
What you can read and send
Every address starts with http://127.0.0.1:8787. You can use localhost instead of 127.0.0.1. Every request except /health needs this header: Authorization: Bearer <your token>. GET requests read data. POST requests send data.
- GET
/health: Shows whether the server is running. No token needed. It tells nothing about you. - GET
/api/people: Everyone, as a short list. For each person, it gives their id (a unique code), name, notes, number of facts and catch-ups, and when they last changed. The list also includes people you’ve archived or deleted, until you delete them permanently. - GET
/api/people/{id}.json: One person in full: work, notes, relationships, facts, important dates, contact info and catch-ups. Replace {id} with an id from the list. - GET
/api/people/{id}.md: One person as a Markdown note, like the mirrored files. - GET
/api/bundle: Everyone except archived and deleted people, as one .orbari share file. It includes notes, facts, photos and name recordings, but not catch-ups. - POST
/api/ingest: Send {"text": "…"}. Orbari reads the text and sends back the people and details it suggests. It saves nothing. - POST
/api/people: Send {"name": "…", "notes": "…"} to add a person. This works only when Allow writes from the network is on. New people count toward the five-person free limit.
Replies use JavaScript Object Notation (JSON), a common data format, except the .md address, which sends Markdown. Dates look like 2026-07-06T09:30:00Z. Values such as friend or birthday stay in English, whatever language the app uses.
Example: list your people
curl comes with macOS. Open the Terminal app and run:
TOKEN=paste-your-token-here
BASE=http://127.0.0.1:8787
# Is the server running? (No token needed.)
curl "$BASE/health"
# Everyone
curl -H "Authorization: Bearer $TOKEN" "$BASE/api/people"
# One person in full. Use an id from the list.
PERSON_ID=paste-an-id-here
curl -H "Authorization: Bearer $TOKEN" "$BASE/api/people/$PERSON_ID.json"If a request fails
- Error 401: the token is missing or wrong. Copy it again in Settings.
- Error 402: you tried to add a person, but you’ve reached the five-person free limit.
- Error 403: you tried to add a person, but Allow writes from the network is off.
- Error 404: there’s no person with that id, or the address is wrong.
- Error 421: use 127.0.0.1 or localhost in the address. Orbari turns away other names to block websites that try to reach your Mac.
- No answer at all: check that Run sync server is on and Reachable is set to This Mac only.
What it won’t do
No tool can edit or delete people. While Allow writes from the network is off, as it is at first, tools can’t add people either. The server runs on your Mac, so nothing goes to Orbari or any other company. It’s made for your Mac and your local network, not for reaching your Mac over the internet.
Need help?
Find answers in the common questions about Orbari.
To report a problem privately, use the private report form on the support page.
Or email support@orbari.app. A person reads every message.
Tell us your device, its software version and what happened. Please leave out other people’s names and private details.