> ## 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.

# Building Service Record Templates

> Create and change the questions staff answer on every service record note, with a live preview, right in Settings.

> [card] Who can use this feature?
>
> Staff who manage organization settings, on the web. Staff answer the templates on the web and in the Kibu app.

You can now build your own service record templates in Kibu, without contacting support. A template is the set of questions staff answer on each service record note, like whether a target behavior occurred, the day's activities, or progress on goals.

Templates are set at the group level. Every note in a group uses that group's template, and staff must answer its required questions before they can sign.

![The service record template builder with its live preview](https://mintcdn.com/kibu/Z7NbcQu1lFWbS3Zd/images/templates-builder.png?fit=max\&auto=format\&n=Z7NbcQu1lFWbS3Zd\&q=85\&s=e6ae548ae7d50718134b5635718f2fd1)

The builder on the left, and the note as staff will see it on the right.

## What you need to know

> [card] Service record
>
> The daily record that a member received a service, in one group, on one day.

> [card] Note
>
> What staff write and sign on that service record.

> [card] Template
>
> The questions every note in a group asks. Each group uses one.

Change a template, and the next notes in every group that uses it ask the new questions. Notes that were already started keep the questions they began with. To learn more, see [Service Records](https://help.kibu.com/documentation/service-records.md).

## Find your templates

Go to **Settings** and click **Service Records**, under Workspace. Templates marked **Included by Kibu** cannot be changed, but you can duplicate one and edit the copy.

![The Service Record Templates list](https://mintcdn.com/kibu/Z7NbcQu1lFWbS3Zd/images/templates-list.png?fit=max\&auto=format\&n=Z7NbcQu1lFWbS3Zd\&q=85\&s=ab584e3ff954041161698cbce6c35299)

Every template, the groups that use it, and its current version.

## Create a template

**1. Click Create Template**

Or copy one you have: click ⋯ on its row and choose  **Duplicate Template**.

**2. Name it**

Use one staff will recognize, like "Day Program Daily Note".

**3. Add your questions**

Click  **Add Question** and pick a type. Give it a title, and turn on **Required to sign the note** if staff must answer it.

**4. Check the preview, then click Create Template**

The preview shows the note as staff will see it. Answer it to test your questions.

![The Add Question menu listing every question type](https://mintcdn.com/kibu/Z7NbcQu1lFWbS3Zd/images/templates-add-question.png?fit=max\&auto=format\&n=Z7NbcQu1lFWbS3Zd\&q=85\&s=36b3ffa43473b78bef5dce683bba0d3d)

Pick the kind of answer you want when you add a question.

## Question types

| Type | Example |
| - | - |
|  **Short Text** | Staff on shift |
|  **Paragraph** | Describe the outing |
|  **Number** | Minutes in the community |
|  **Single Select** | Did a target behavior occur? Yes or No |
|  **Multi-Select** | Activities today |
|  **Date** | Next appointment |
|  **Time** | Time of last meal |
|  **List** | Progress on each goal |

## Show a question only when it applies

A follow-up question can stay hidden until an earlier answer calls for it. In the example below, staff describe a behavior only when they answer **Yes** to "Did any target behaviors occur?".

Quickest: click ⋯ on the first question and choose  **Add Follow-Up Question**. Kibu adds the new question with its rule already set.

![A follow-up question's Show When rule](https://mintcdn.com/kibu/Z7NbcQu1lFWbS3Zd/images/templates-show-when.png?fit=max\&auto=format\&n=Z7NbcQu1lFWbS3Zd\&q=85\&s=03134c363cab326fa202acd0735dab55)

The follow-up's rule, under Show When.

![The follow-up question appearing in the preview](https://mintcdn.com/kibu/Z7NbcQu1lFWbS3Zd/images/templates-preview-condition.png?fit=max\&auto=format\&n=Z7NbcQu1lFWbS3Zd\&q=85\&s=26e6f227b6f8ee8751fea6153f9cd271)

In the preview, answering Yes shows the follow-up.

You can also add rules yourself under **Show When**. Rules read Single Select, Multi-Select, Number, and Short Text answers, and all of a question's rules must match.

## Lists and tables

Use a **List** question for answers that repeat, like one row per goal. Set **Show Rows As** to **Table**, then click **Add Column** for each thing staff record in a row.

Each column you add becomes a column in the table staff fill in. Its type decides how staff answer in that column: a **Short Text** column takes typed text, and a **Single Select** column gives a dropdown.

![Builder columns on the left matching the table staff fill in on the right](https://mintcdn.com/kibu/Z7NbcQu1lFWbS3Zd/images/templates-table-flow.png?fit=max\&auto=format\&n=Z7NbcQu1lFWbS3Zd\&q=85\&s=0e99abc89948e4e47c77ed56e5fb8d3b)

Two columns in the builder, Goal and Progress, become the two columns of the table on the note.

**Pre-filled Rows** start every note with rows already in place. Click  beside a cell so staff cannot change it, and turn on **Cannot be removed** to keep a row on every note.

![A List question set up as a table with pre-filled rows](https://mintcdn.com/kibu/Z7NbcQu1lFWbS3Zd/images/templates-table.png?fit=max\&auto=format\&n=Z7NbcQu1lFWbS3Zd\&q=85\&s=3a922705d6f274a9e24599012dac5bb9)

Each goal is pre-filled and locked. Staff only pick the progress.

> [!NOTE]
>
> A required list needs at least one pre-filled row, or **Staff can add rows** turned on. Otherwise staff cannot sign the note.

## Fill in answers for staff

Under **Default Answer**, a question can fill itself in, so staff do not type it again:

* **A fixed answer:** the same text on every note, like "Individual".
* **From the member or organization:** the member's name or date of birth, your organization's name or address, or the name of the staff member writing the note.
* **From a member custom field:** custom fields are extra details your organization keeps about each member, like a Medicaid ID or a preferred language. They show in the About section of each member's profile. The note pulls in that member's answer for you.

Answers from the member, the organization, or a custom field work on Short Text and Paragraph questions.

## Magic Pen

Magic Pen fills in a note for staff from the Quick Notes they took during the day. **Magic Pen Instructions**, at the top of the builder, tell it exactly how that information should flow from Quick Notes into the service record. Each question also has an optional **Magic Pen Hint** for that question alone.

> [!NOTE]
>
> We do not recommend changing these instructions unless you have problems with how Magic Pen fills your notes.

## Publish your changes

Staff see nothing until you click **Create Template** or **Publish Changes**. Until then, your work is saved in this browser only. Before it publishes, Kibu lists what you **Added**, **Changed**, and **Removed**.

* To see or restore an earlier version, click ⋯ at the top and choose  **Version History**.
* A published question cannot change type. To switch, click ⋯ on it and choose  **Replace Question**.

## Use it in a group

Open the group, go to **Settings** > **Service Records**, and choose the template under **Service Record Template**. New notes in that group use it right away.

> [!WARNING]
>
> A template that a group uses cannot be archived. Move those groups to another template first.


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