> ## 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.

# Staff Permissions & Roles

> Kibu's role-based access control and permissions.

## Quick Overview

Kibu uses a four-level role system where each role builds on the one before it, giving organizations granular control over what staff can see and do.

### Level 1: Staff

The foundational role for team members working directly with members. Staff can create and manage service records, track attendance, log Quick Notes, view life plans and member profiles, access medical history and medication records, create MAR entries, manage events, and access group and member files. They have read-only access to group settings.

### Level 2: Supervisor

Includes all Staff permissions, plus the ability to manage tasks, delete service records, manage time tracking entries, edit and delete Quick Notes, manage life plans, handle emergency contacts, and have full control over medical forms, medication records, and MAR management.

### Level 3: Admin

Includes all Supervisor permissions, plus full administrative control over the organization. Admins can create and manage groups, update group and organization settings, manage access controls, create admin accounts, create and delete member profiles, and manage organization-wide settings.

### Level 4: Super Admin

The highest level of access. Includes all Admin permissions, plus access to all groups across the organization, the ability to view all member information, modify time tracking entries, override system restrictions when necessary, and access billing information.

***

## Detailed Understanding of Staff Roles

<Frame caption="The Roles tab in settings has an easy to reference table to quickly view permissions.">
  <img src="https://mintcdn.com/kibu/hbYODml4kXu0qb46/images/CleanShot-2026-07-10-at-13.50.29@2x.png?fit=max&auto=format&n=hbYODml4kXu0qb46&q=85&s=81b852c4066553169af57dbe19b24e5b" alt="Clean Shot 2026 07 10 At 13 50 29@2x" width="3108" height="1738" data-path="images/CleanShot-2026-07-10-at-13.50.29@2x.png" />
</Frame>

Kibu uses a role-based access control system to ensure that staff members have the appropriate level of access for their responsibilities. When adding staff members to your organization, it's important to assign the correct role based on their job functions and responsibilities.

***

## Quick Role Comparison

| Capability                           | Staff | Supervisor | Admin | Super Admin |
| ------------------------------------ | :---: | :--------: | :---: | :---------: |
| Create service records & quick notes |   ✓   |      ✓     |   ✓   |      ✓      |
| Manage tasks                         |       |      ✓     |   ✓   |      ✓      |
| Manage groups and org settings       |       |            |   ✓   |      ✓      |
| Full medical data access             |       |      ✓     |   ✓   |      ✓      |
| Organization-wide read access        |       |            |       |      ✓      |
| Billing management                   |       |            |       |      ✓      |

***

## Detailed Permissions Matrix

<Note>
  Use this section when you need specifics. Expand a role to view its resource-level capabilities. Columns indicate Create, Read, Update, Delete, and Write.
</Note>

Below are comprehensive tables showing what each role can and cannot do.

<AccordionGroup>
  <Accordion title="Staff Role">
    | Resource                  | Create | Read | Update | Write |
    | ------------------------- | :----: | :--: | :----: | :---: |
    | group-settings            |        |   ✓  |        |       |
    | analytics                 |        |   ✓  |        |       |
    | admin                     |        |   ✓  |        |       |
    | member                    |        |   ✓  |        |       |
    | service-record            |    ✓   |   ✓  |        |   ✓   |
    | service-record-assignee   |        |      |    ✓   |       |
    | service-record-attendance |        |      |    ✓   |       |
    | event                     |    ✓   |   ✓  |    ✓   |       |
    | group-file                |    ✓   |   ✓  |    ✓   |       |
    | member-file               |    ✓   |   ✓  |    ✓   |       |
    | admin-file                |    ✓   |   ✓  |    ✓   |       |
    | life-plan                 |        |   ✓  |        |       |
    | quick-note                |    ✓   |   ✓  |        |       |
    | emergency-contact         |        |   ✓  |        |       |
    | medical-history           |        |   ✓  |        |       |
    | forms                     |        |   ✓  |        |       |
    | medication                |        |   ✓  |        |       |
    | mar                       |    ✓   |   ✓  |        |       |
  </Accordion>

  <Accordion title="Supervisor Role">
    | Resource                  | Create | Read | Update | Delete | Write |
    | ------------------------- | :----: | :--: | :----: | :----: | :---: |
    | group-settings            |        |   ✓  |        |        |       |
    | analytics                 |        |   ✓  |        |        |       |
    | admin                     |        |   ✓  |        |        |       |
    | member                    |        |   ✓  |        |        |       |
    | service-record            |    ✓   |   ✓  |        |    ✓   |   ✓   |
    | service-record-assignee   |        |      |    ✓   |        |       |
    | service-record-attendance |        |      |    ✓   |        |       |
    | event                     |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | group-file                |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | member-file               |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | admin-file                |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | life-plan                 |        |   ✓  |    ✓   |    ✓   |       |
    | quick-note                |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | emergency-contact         |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | medical-history           |        |   ✓  |    ✓   |        |       |
    | forms                     |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | medication                |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | mar                       |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | live-class                |        |      |    ✓   |        |       |
    | tasks                     |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | compliance                |        |   ✓  |        |        |       |
    | time-tracking             |        |      |    ✓   |    ✓   |       |
    | communication             |    ✓   |      |        |        |       |
  </Accordion>

  <Accordion title="Admin Role">
    | Resource                  | Create | Read | Update | Delete | Write |
    | ------------------------- | :----: | :--: | :----: | :----: | :---: |
    | live-class                |    ✓   |      |    ✓   |    ✓   |       |
    | tasks                     |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | group                     |    ✓   |      |    ✓   |    ✓   |       |
    | group-access              |        |      |    ✓   |        |       |
    | group-settings            |        |   ✓  |    ✓   |        |       |
    | analytics                 |        |   ✓  |        |        |       |
    | organization-settings     |        |   ✓  |    ✓   |        |       |
    | admin                     |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | member                    |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | permissions               |        |      |    ✓   |        |       |
    | compliance                |        |   ✓  |        |        |       |
    | service-record            |    ✓   |   ✓  |        |    ✓   |   ✓   |
    | service-record-assignee   |        |      |    ✓   |        |       |
    | service-record-attendance |        |      |    ✓   |        |       |
    | time-tracking             |        |      |    ✓   |    ✓   |       |
    | event                     |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | communication             |    ✓   |      |        |        |       |
    | group-file                |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | member-file               |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | admin-file                |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | life-plan                 |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | medical-data              |    ✓   |   ✓  |        |        |       |
    | quick-note                |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | emergency-contact         |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | medical-history           |        |   ✓  |    ✓   |        |       |
    | forms                     |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | medication                |    ✓   |   ✓  |    ✓   |    ✓   |       |
    | mar                       |    ✓   |   ✓  |    ✓   |    ✓   |       |
  </Accordion>

  <Accordion title="Super Admin Role">
    Includes all Admin permissions, plus organization-wide capabilities:

    * Read all groups across the organization
    * Read all members across the organization
    * Manage billing
  </Accordion>
</AccordionGroup>

***

## Role Descriptions

This section provides detailed descriptions of each role in the system, including their specific permissions and capabilities. Each role builds upon the previous one, with Super Admin having the highest level of access and control.

## 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

<AccordionGroup>
  <Accordion title="Service & Documentation">
    * Create and manage service records
    * Update attendance and assignees
    * Create and read quick notes
    * View life plans
  </Accordion>

  <Accordion title="Member Information">
    * View member profiles and emergency contacts
    * Access medical history and medication records
    * Create MAR entries
    * View analytics
  </Accordion>

  <Accordion title="Content & Events">
    * Create and manage events
    * Access group and member files
    * Create and update files
  </Accordion>
</AccordionGroup>

<Note>
  Staff members have read-only access to group settings and administrative information.
</Note>

***

## 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)

<AccordionGroup>
  <Accordion title="Administrative Control">
    * Manage tasks (create, update, delete)
    * Access all compliance documentation
    * Delete service records
    * Manage time tracking entries
  </Accordion>

  <Accordion title="Enhanced File Management">
    * Full control over group and member files
    * Manage life plans
    * Edit and delete quick notes
  </Accordion>

  <Accordion title="Medical Management">
    * Create and manage medical forms
    * Manage medication records
    * Full MAR management
    * Handle emergency contact information
  </Accordion>
</AccordionGroup>

***

## 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)

<AccordionGroup>
  <Accordion title="Organization Management">
    * Create and manage groups
    * Update group and organization settings
    * Manage access controls
    * Create and manage admin accounts
  </Accordion>

  <Accordion title="Member Management">
    * Create and delete member profiles
    * Update permissions
    * Full medical data access
    * Manage organization-wide settings
  </Accordion>
</AccordionGroup>

***

## 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

***

## Custom Staff Roles

While Kibu provides standard roles (Staff, Supervisor, Admin, Super Admin) that work for most organizations, we understand that some organizations have unique requirements that don't fit perfectly into these predefined roles.

### When Custom Roles Are Needed

Custom roles may be beneficial when your organization needs:

<Columns cols={2}>
  <Card title="Specialized Permissions" icon="sliders">
    Unique combinations of access levels that don't match standard roles.
  </Card>

  <Card title="Compliance Requirements" icon="shield-check">
    Specific permission sets required by regulatory bodies.
  </Card>

  <Card title="Department-Specific Access" icon="tower-control">
    Different access levels for various departments or programs.
  </Card>
</Columns>

### How Custom Roles Work

Our development team can create custom roles that:

<Columns cols={2}>
  <Card title="Combine Specific Permissions" icon="house-person-arrive">
    Mix and match capabilities from existing roles.
  </Card>

  <Card title="Restrict Access" icon="lock">
    Limit access to specific resources or groups.
  </Card>

  <Card title="Add Unique Capabilities" icon="plus-circle">
    Include specialized permissions not available in standard roles.
  </Card>

  <Card title="Maintain Security" icon="shield">
    Ensure proper access control while meeting your specific needs.
  </Card>
</Columns>

### Requesting Custom Roles

To request a custom role for your organization:

<Steps>
  <Step title="Contact Support">
    Reach out to our support team at [support@kibuhq.com](mailto:support@kibuhq.com)
  </Step>

  <Step title="Describe Requirements">
    Provide detailed information about:

    * What permissions the role needs
    * What permissions should be restricted
    * How the role differs from existing standard roles
    * Who will use this role and why
  </Step>

  <Step title="Review Process">
    Our team will review your requirements and work with you to design the appropriate role.
  </Step>

  <Step title="Implementation">
    Once approved, we'll implement the custom role in your organization.
  </Step>
</Steps>

<Note>
  Custom roles are implemented by our development team and may require additional setup time. Contact us early in your planning process to ensure timely implementation.
</Note>

***

## Best Practices

When assigning roles, consider the following best practices:

<Steps>
  <Step title="Principle of Least Privilege">
    Assign the minimum level of access required for each staff member to perform their duties.
  </Step>

  <Step title="Regular Review">
    Periodically review and update role assignments as staff responsibilities change.
  </Step>

  <Step title="Training">
    Ensure staff members understand the scope and limitations of their assigned roles.
  </Step>

  <Step title="Custom Role Planning">
    If standard roles don't meet your needs, consider requesting custom roles early in your implementation process.
  </Step>
</Steps>