Documentation Platform
Staff Permissions & Roles
Detailed overview of Kibu’s role-based access control and permissions
Understanding Staff Roles
The Roles tab in settings has an easy to reference table to quickly view permissions
Staff Role
The foundational role for team members working directly with members. Staff members focus on day-to-day interactions and basic documentation.What Staff Can Do
Service & Documentation
Service & Documentation
- Create and manage service records
- Update attendance and assignees
- Create and read quick notes
- View life plans
Member Information
Member Information
- View member profiles and emergency contacts - Access medical history and medication records - Create MAR entries - View analytics
Content & Events
Content & Events
- Create and manage events
- Access group and member files
- Create and update files
Staff members have read-only access to group settings and administrative
information.
Supervisor Role
An enhanced role that includes all Staff permissions plus additional management capabilities. Supervisors oversee staff members and have broader access to organizational tools.What Supervisors Can Do (In Addition to Staff Permissions)
Administrative Control
Administrative Control
- Manage tasks (create, update, delete)
- Access all compliance documentation
- Delete service records
- Manage time tracking entries
Enhanced File Management
Enhanced File Management
- Full control over group and member files - Manage life plans - Edit and delete quick notes
Medical Management
Medical Management
- Create and manage medical forms
- Manage medication records
- Full MAR management
- Handle emergency contact information
Admin Role
Full administrative control with comprehensive access to organizational settings and management tools. Includes all Supervisor permissions plus additional capabilities.What Admins Can Do (In Addition to Supervisor Permissions)
Organization Management
Organization Management
- Create and manage groups
- Update group and organization settings
- Manage access controls
- Create and manage admin accounts
Member Management
Member Management
- Create and delete member profiles
- Update permissions
- Full medical data access
- Manage organization-wide settings
Super Admin Role
The highest level of access in the system. Includes all Admin permissions plus organization-wide capabilities.What Super Admins Can Do (In Addition to Admin Permissions)
- Access to all groups across organization
- View all member information
- Modify time tracking entries
- Override system restrictions when necessary
- Access to billing information
Role Comparison
Here’s a quick comparison of key permissions across roles:| Permission | Staff | Supervisor | Admin | Super Admin |
|---|---|---|---|---|
| View Member Info | ✓ | ✓ | ✓ | ✓ |
| Manage Service Records | ✓ | ✓ | ✓ | ✓ |
| Delete Records | - | ✓ | ✓ | ✓ |
| Group Management | - | - | ✓ | ✓ |
| System Settings | - | - | ✓ | ✓ |
| Cross-Group Access | - | - | - | ✓ |
Best Practices
When assigning roles, consider the following best practices:- Principle of Least Privilege: Assign the minimum level of access required for each staff member to perform their duties.
- Regular Review: Periodically review and update role assignments as staff responsibilities change.
- Training: Ensure staff members understand the scope and limitations of their assigned roles.
Need help determining the right roles for your staff? Contact our support team
at support@kibuhq.com