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Who can use this feature?

Administrators, on the web.
Set up your organization in four steps, so your team can start writing service records.

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What you need to know

Group

A program or location your agency runs, such as Day Habilitation or Westview Residence.

Staff

The people who sign in to Kibu and write documentation, such as DSPs and Supervisors.

Member

The people your agency supports. Staff write service records about them.

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Set up your organization

1

Create your groups

Go to Settings → Groups and click Create Group. Pick an emoji, enter a name between 3 and 65 characters, and click Create group.Name each group after the program members take part in, so staff recognize it right away. Repeat for every program or location.
The Create group dialog

Each group gets a name and an emoji, which staff see in the sidebar.

2

Check each group's settings

After you create a group, Kibu opens its settings page. Service records are turned on for every new group. Choose the template its notes use.
The Service Records section in a group's settings, with the service record template picker

The Service Records section of a group's settings, where you pick its template.

Further down, the Notifications section has two emails. Click Configure next to each one to set it up.
  • Signing reminders: choose up to three times a day. At each time, Kibu emails every staff member who has unsigned notes from that day.
  • Summary reports: choose the admins who get a list of the day’s unsigned notes. It goes out at your signing reminder times, so set at least one reminder.
The Notifications section in a group's settings, with Signing reminders and Summary reports

The Notifications section, below Service Records. Time tracking notifications shows only when time tracking is on.

See Group Settings for every option, and Building Service Record Templates to change the questions staff answer.
3

Invite your staff

Go to Settings → Admins & Staff and click Invite Admins and Staff. Give each person a role and at least one group. You can invite one person at a time, or many at once with a spreadsheet.Invite another administrator first if you would like help with the rest of setup. See Managing Staff for the full steps, and Staff Permissions & Roles to choose each role.
4

Add your members

Go to Settings → Members and click Add Members. Each member needs a first and last name. Choose their groups now, so their staff can find them.You can add members one at a time, or many at once with a spreadsheet. See Managing Members for the full steps.
For a large organization, use Bulk Upload for staff and members. Each template lists your groups, so you can copy the names exactly.

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Next steps

Your team can now sign in and start documenting. When you are ready, set up the rest:

Life Plan Goals

Add each member’s goals, so staff track progress in their notes.

Member Profiles

Fill in the details your staff need about each member.