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A Kibu service record showing member information, time tracking, documentation fields, and life plan goal progress
Service records are the foundation of daily documentation in Kibu. Each service record captures that services were provided to a specific member, in a specific group, on a specific day, including time tracking, notes, and life plan goal progress.

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Key Components

Member Information

Individual member details, group association, assigned staff members, and attendance status (Present/Absent).

Time Tracking

When enabled, tracks member arrival time, departure time, and total service duration. Can easily be exported to reports for billing-related needs.
Time tracking can be essential for billing accuracy and compliance requirements. Make sure this feature is enabled if your organization requires it.

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Documentation Fields

Each service record has a dedicated space for:
  • Time tracking (if enabled for your group)
  • Staff hours (if enabled for your group)
  • Required documentation fields (customized by your organization)
  • Life plan goal tracking

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Life Plan Goals

  • Links directly to member’s Life Plan Goals
  • DSPs track daily progress on assigned goals during their shift
  • Each goal appears with its specific tracking questions and response options
  • Goals can be marked as completed, attempted, or not applicable for the day
  • Responses contribute to the point-based tracking system for measuring long-term success
Use quick notes to document specific examples of goal progress throughout the day - this helps create a more detailed record of the member’s achievements.

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Starting a Service Record

To start a service record, navigate to the group where the member is receiving services. From there, you can create a new service record for that individual at the beginning of each day. If a member is marked as present a record automatically gets created and is free to be edited.
The Kibu group view showing member attendance and the option to create or open a service record
After staff members are assigned to individuals and service records are created, these records appear on each DSP’s home page as an incomplete service record. As DSPs complete their daily documentation, the records are removed from view. The ultimate goal is to have all records completed by the end of the day, resulting in a clear home page and 100% compliance.
The DSP home page listing incomplete service records for the day, each showing the member name and group

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Timeline Feature

The left-hand timeline provides a structured view of the member’s day.
The left-hand timeline panel of a service record showing timestamped Quick Notes in chronological order

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Quick Notes in the Timeline

  • Quick notes appear in the timeline as staff enter them throughout the day
  • Each note is automatically timestamped and displayed chronologically
  • Provides real-time documentation of member activities and events
  • Creates a natural flow of the day’s activities as they happen allowing for easy record completion at the end of the day
Encourage staff to add quick notes throughout their shift to maintain an accurate timeline of activities and events.

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Magic Pen AI Assistant

The Magic Pen button visible on a service record, positioned near the documentation fields it will populate
The Magic Pen analyzes your Quick Notes from the current day to automatically suggest content for the documentation fields.
1

Staff enters quick notes throughout the day

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Click the Magic Pen button when ready

3

AI analyzes the quick notes

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Service record fields are automatically populated

5

Staff reviews and adjusts as needed

Always review AI-generated content for accuracy before finalizing service records.

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Completing Service Records

A fully completed Kibu service record showing all fields filled in with the Sign and Approve button visible
1

Open the service record from your dashboard or group view

2

Fill out all required fields and necessary documentation

Use Magic Pen for timesaving.
3

Review the information for accuracy

4

Click "Sign & Approve" to finalize the record

You can save partially completed records and return to them later in the day. The record will remain in your incomplete list until signed.
Service records can be modified even after being signed if needed:
  • Access the signed record from the group’s documentation history
  • Make necessary changes or additions
  • Re-sign the record to save modifications
  • All changes are tracked in the record’s audit history
Ensure all documentation is accurate and complete before signing. While records can be modified later, maintaining accurate documentation at the time of service is a best practice for compliance.

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Multiple Staff Notes

Service records support multiple notes, each written and signed by a different staff member. This makes it easy for teams where more than one person supports a member during the day to each contribute their own documentation. Each note in a service record:

Written individually

Is written by a specific staff member.

Signed individually

Is signed individually by that staff member.

Visible together

Appears alongside notes from other staff on the same record.
When you open a service record that has multiple notes, it will automatically open to your own note rather than another staff member’s.

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Recording a Pause

If a service is interrupted during the day, for example, if a member steps out and returns, you can record a pause on the service record. When you pause a record, you will be prompted to enter a reason. Pause details appear in:
  • The service record timeline
  • CSV exports of the record
  • PDF exports of the record Each pause entry shows when it started, how long it lasted, and the reason given.

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Exporting a Service Record as PDF

Completed service records can be exported as PDF files for your records or compliance documentation. The PDF includes:
  • Member and staff details
  • Time tracking information
  • Documentation field responses
  • Life plan goal entries
  • Who signed the record and when
  • If the record was paused: the reason for each pause, when it started, and how long it lasted
1

Open the completed service record

2

Click the three-dot menu (⋮) or look for the download option

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Select Export as PDF

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The PDF will open in a new browser tab

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Save or print as needed

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Best Practices

  • Update records in real-time when possible
  • Use quick notes for immediate documentation
  • Review Magic Pen suggestions carefully
  • Ensure all required fields are completed
  • Document goal progress accurately
  • Complete all required fields
  • Document according to organizational standards
  • Maintain consistent documentation practices
  • Review records before finalizing
  • Use Quick Notes for rapid activity documentation, real-time timeline updates, and simplified entry
  • Use Magic Pen to reduce manual data entry, maintain a consistent documentation format, and improve accuracy

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Training Staff

When training staff on service records, make sure to cover:
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Proper documentation practices

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Quick notes utilization

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Magic Pen utilization and proper review as AI can be wrong

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Compliance requirements

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Support and Resources

Need help with service records?

Contact support@kibuhq.com to get help, schedule a training session, or consult documentation guidelines.
Regular training and support ensure your team makes the most of Kibu’s service record features while maintaining compliance standards.