Overview
Kibu’s settings are organized into different tabs, each controlling different aspects of your organization’s configuration:
The Settings area in Kibu showing the full navigation and tab layout.
Users & Access Tab
Admins & Staff
- Add/remove staff members
- Edit role type (staff, admin, super admin, read only admin)
- Review and download staff roster
The Admins & Staff section under Users & Access in Settings.
Members
- Add/deactivate members
- Manage the number of member seats
- Review and download active member roster
- Review and reactive deactivated members
Groups Tab
Here, you can define different groups for your members and admins to belong to. To configure settings for a group, go to the settings page within the group. Central hub for group management. See our detailed guides on Groups Overview and Group Settings for comprehensive information.
The Groups tab in Settings showing all active groups for the organization.
- View all active groups
- Create new groups
- Delete groups
- Edit group names
Roles Tab
Provides a quick overview of permission levels and capabilities for each role. For detailed information about roles and their specific permissions, see our Staff Permissions guide.
The Roles tab in Settings showing role types and their associated permissions.
Role Types
- Staff
- Supervisor
- Admin
- Super Admin
- Read Only Admin
Workspace
Forms
Upload and manage PDF form templates for your organization. Once uploaded, form fields are automatically extracted and made available for staff to fill out digitally within Kibu.- Upload any PDF that has been pre-configured with input fields by the Kibu team
- Form fields are detected and extracted automatically on upload
- Uploaded forms are managed from Settings and can be assigned for use across your organization
- This feature is intended for Kibu-prepared PDFs only — contact support if you need a new form created or configured
Filling Out Forms as a DSP
Once forms have been uploaded by an admin, staff can access and complete them directly from a member’s profile.1
Navigate to the member's profile
2
Click the three dots on the right side of the profile and select + New Form
3
Choose the form you need to complete (for example: Incident Report) and select the date
4
Fill out the available fields and submit
Quick Forms
Quick Forms provide staff with a structured, lightweight method for capturing ad-hoc or event-based observations that fall outside of daily notes and ISP goals. Whether documenting behaviors, seizures, vital signs, or meal entries, Quick Forms allow staff to record important details in real time, ensuring nothing goes undocumented. Admins build Quick Form templates in Settings, defining the fields, question types, and logic that staff will see. Once published, forms are available for staff to submit. Each submission is timestamped and stored for review, and admins can configure notifications to alert supervisors when a form is submitted.
Filling Out Quick Forms as a DSP
1
Navigate to the member's profile
2
Select the Care Tasks tab
3
Choose the relevant form (e.g., Behavior, Seizure, Vital Signs)
4
Fill out the fields and submit
Submissions are saved automatically with a date and time stamp.
Magic Pen
Magic Pen is an AI assistant built into service records that helps staff complete documentation faster and more consistently.- Analyzes Quick Notes entered throughout the shift
- Automatically suggests responses for service record fields based on what was documented
- Works across custom documentation fields and life plan task responses
- Reduces end-of-day documentation burden without replacing staff judgment
Life Plan
The Life Plans section under Settings contains three components: All Life Plans, Options Library, and Acknowledgements.
All Life Plans
Life Plans provides an org-wide view of all member life plans, giving admins visibility across the organization in one place.- Comprehensive display of all life plan goals
- Member associations
- Overview of goal details
Options Library
Options Library provides a set of predefined answer choices that can be reused across life plan goal tasks, saving time when building out goals that share common response options. Streamline goal creation with predefined option sets:- Create reusable option sets
- Manage predefined scores
- Ensure consistent evaluation
- Save time on goal creation
Acknowledgements
Acknowledgements is where admins configure how staff are required to review and acknowledge member life plans before signing service records. Admins can set the enforcement behavior (block signing, reminder only, or none), choose whether acknowledgements reset when a life plan is updated, and define an expiration period after which staff must re-acknowledge.Training Records
Track staff training compliance across your organization.- Create, assign, and track staff training requirements.
- Admins can build custom training with titles, descriptions, links, and file attachments, then assign them to individual staff or entire groups.
- Completion can be enforced by blocking service record signing or medication administration until a training is done, and training can be set to expire on a schedule.
Custom Fields
Add organization-specific identifying information for members, groups, and admins.
The Custom Fields section in Settings showing organization-defined fields for members, groups, and admins.
- Review all custom fields
- Create/edit/remove custom fields
Common Use Cases
- Medicaid numbers
- Physician contact information
- Insurance details
- Program-specific identifiers
Overlap Rules
Overlap Rules control how the system handles time tracking conflicts when a member is documented across multiple groups at the same time. When billing is enabled and a group has an overlap rule assigned, the system detects conflicting time windows and either blocks the overlap or prompts staff to transfer time from one service record to another.
Notifications
Notifications is where admins configure org-level notification preferences, determining which events trigger alerts and who receives them.
Offline Forms
Offline Forms allow organizations to configure forms that can be used when staff do not have an internet connection, ensuring documentation can still be captured in the field and synced later. They are printable PDF forms for offline use.
eMAR
eMar (Electronic Medication Administration Record) in Kibu is the module for tracking medication administration for members. It allows staff to log whether medications were given correctly, incorrectly, or not administered at all, along with reasons and notes. Please refer to the eMAR article for further information.Settings changes can impact your entire organization. Always review changes carefully and ensure proper communication with staff.
- Upload any PDF that has been pre-configured with input fields by the Kibu team
- Form fields are detected and extracted automatically on upload
- Uploaded forms are managed from Settings and can be assigned for use across your organization
- This feature is intended for Kibu-prepared PDFs only, contact support if you need a new form created or configured