> ## Documentation Index
> Fetch the complete documentation index at: https://help.kibu.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Initial Documentation Setup

> Set up groups, staff, and members so your team can start documenting in Kibu.

> [card] Who can use this feature?
>
> Administrators, on the web.

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

## What you need to know

> [card] Group
>
> A program or location your agency runs, such as Day Habilitation or Westview Residence.

> [card] Staff
>
> The people who sign in to Kibu and write documentation, such as DSPs and Supervisors.

> [card] Member
>
> The people your agency supports. Staff write service records about them.

## 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](https://mintcdn.com/kibu/jHE-5wsZEY-8NvJa/images/initial-setup-create-group.png?fit=max\&auto=format\&n=jHE-5wsZEY-8NvJa\&q=85\&s=d1934c3482b778ddd2d55fd3a32439d6)

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](https://mintcdn.com/kibu/jHE-5wsZEY-8NvJa/images/initial-setup-group-settings.png?fit=max\&auto=format\&n=jHE-5wsZEY-8NvJa\&q=85\&s=c7fac995f9891bf50edf249a1dcac542)

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](https://mintcdn.com/kibu/jHE-5wsZEY-8NvJa/images/initial-setup-group-notifications.png?fit=max\&auto=format\&n=jHE-5wsZEY-8NvJa\&q=85\&s=6807873737c4f6adb0bd5f6561fd7f99)

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

See [Group Settings](https://help.kibu.com/documentation/group-settings.md) for every option, and [Building Service Record Templates](https://help.kibu.com/documentation/service-record-templates.md) 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](https://help.kibu.com/getting-started/managing-staff.md) for the full steps, and [Staff Permissions & Roles](https://help.kibu.com/documentation/staff-permissions.md) 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](https://help.kibu.com/getting-started/managing-members.md) for the full steps.

> [!TIP]
>
> For a large organization, use **Bulk Upload** for staff and members. Each template lists your groups, so you can copy the names exactly.

## Next steps

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

> [card] [Life Plan Goals](https://help.kibu.com/documentation/life-plan-goals.md)
>
> Add each member's goals, so staff track progress in their notes.

> [card] [Member Profiles](https://help.kibu.com/documentation/member-profiles.md)
>
> Fill in the details your staff need about each member.


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.