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Quick Forms are a structured way to collect recurring health and daily living data for your members. Rather than tracking these observations through daily service records, Quick Forms give you a consistent format that is easy to complete and easy to review over time.

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Why Use Quick Forms?

Quick Forms are designed for information that doesn’t fit neatly into a service record or daily note. They give your organization a consistent, repeatable way to capture health observations, daily living data, and incidents the moment they happen, without relying on staff to remember details later. Here are some of the reasons organizations use Quick Forms:

Event-based tracking

Log something the moment it occurs, like a seizure or a blood pressure reading, rather than waiting until end-of-shift notes.

PRN documentation

Record as-needed events such as behavioral incidents, health checks, or inventory with a structured format every time.

Multi-member entry

Some Quick Forms can be completed for multiple members at once, making it efficient for staff working with a group.

Trend monitoring

Because every entry is timestamped and tied to a member, administrators can review data over time in table or graph format to spot patterns.

Scheduled recurrence

Forms can be set to appear automatically on a recurring schedule: daily, weekly, monthly, or custom patterns like every third Tuesday, so routine documentation never gets overlooked.
Each entry is automatically linked to the member and records the date and time it was completed.

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Creating a Quick Form

Administrators can build Quick Forms directly in Kibu using the visual form builder. No technical knowledge needed. To create a Quick Form:
1

Navigate to Settings

2

Find the Quick Forms section under Workspace

3

Click to create a new form

4

Use the form builder to add questions

5

Choose from question types: text, number, date/time, list, and more

6

Save your form

Once created, the form is available to staff for data entry.

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Quick Form Settings

Quick Forms offer a variety of settings to help you customize Care Tasks. While these settings are turned off by default, you can enable them under:
1

Click Quick Forms under Workspace in Settings

2

Click Settings in Quick Forms

3

Enable features

  1. Always Notify - Send a notification every time this Quick Form is submitted
  2. File Attachments - Allow file attachments when submitting this Quick Form
  3. Scheduled - Allow this Quick Form to be scheduled on a recurring basis. Instead of relying on staff to remember when a form is due, the system surfaces it at the right time as a Care Task. Schedules are set per member, so each member can have their own custom recurrence. For example, one member might have a Water Intake check every Wednesday at 9:30 AM while another has it daily.
  4. Multi-Member - Allow selecting multiple members when submitting this Quick Form
  5. Billing Relevant - Mark this Quick Form as relevant for billing purposes
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Completing a Quick Form

To complete a Quick Form entry for a member:
1

Open the "Care Tasks" section from the main navigation

2

Select the member you are documenting for

3

Choose the form you would like to complete

4

Fill in the fields

5

Save

Each completed entry is automatically timestamped and linked to the member.
4

Add a Schedule to a Member

1

Navigate to the member's profile

2

Select the Care Tasks tab

3

Click + Add in the top right and select Quick Form

4

In the Manage Quick Form Schedules dialog, select the Quick Form you want to schedule

5

Click + Add New Schedule

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Set the Start Date, Time, and Repeat frequency

7

Set an end rule

Never, On a specific date, or After a set number of occurrences.
8

Click Add Schedule

Once scheduled, the form appears in the member’s Care Tasks tab in a calendar grid view showing each day of the month. Each scheduled occurrence is tracked:

Green dot

The task was completed correctly.

Red dot

The task was not recorded and the window has passed.

Yellow dot

The task was completed but incorrectly.
This makes it easy for administrators to spot missed documentation at a glance. Data is displayed in both table and graph formats, making it easy to see how a member’s metrics are changing over time.

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Notification Alerts

Administrators can set up automatic notification rules for Quick Forms. For example, if a member’s blood pressure falls outside a set range, a notification can be sent to alert staff automatically. Notification rules can be configured at the organization level or for a specific group.
See the Notification Center article for more information.