Getting Started
FAQ
Find answers to frequently asked questions about Kibu
Commonly Asked Questions
This page contains answers to the most common questions about Kibu. If you
can’t find what you’re looking for select the “Ask AI” button in the bottom
right corner to speak to our AI for quick responses or email our team at
support@kibuhq.com
Organization Management
How do I invite admins and staff?
How do I invite admins and staff?
To invite new administrators and staff members:
- Go to Settings
- Select the Users tab
- Click the blue “Add Admins & Staff” button
- Enter their:
- First name
- Last name
- Email address
- Select their role (Staff, Admin, etc.)
- Assign them to appropriate groups
- Click “Add” to send the invitation
How do I delete a service record?
How do I delete a service record?
To delete a service record: 1. Navigate to the service record in question 2.
Click the three dots (⋮) menu in the top right of the record 3. Select “Delete
Record” 4. Confirm the deletion Note: Only administrators and supervisors can
delete service records. Once deleted, this action cannot be undone.
Can I edit a service record once it is signed?
Can I edit a service record once it is signed?
Once a service record has been signed: - Staff members cannot edit the record
- Supervisors and administrators can make amendments - All changes are tracked in the record’s audit log - The original signed version is preserved If you need to make corrections to a signed record, please contact your supervisor or administrator.
How do I create life plan goals?
How do I create life plan goals?
To create life plan goals: 1. Navigate to the member’s profile 2. Select the
“Life Plan” tab 3. Click “Add New Goal” 4. Choose the goal category (e.g.,
Community Integration, Employment, etc.) 5. Fill in the goal details: - Goal
description - Target completion date - Action steps - Progress indicators 6.
Save the goal Goals can be reviewed and updated during regular progress
meetings.
If I remove a staff or member, what happens to their information?
If I remove a staff or member, what happens to their information?
Removed Kibu users’ information is not deleted - it just gets archived. You
can always: - View deactivated staff or members by selecting the “Show
Deactivated” button on the users tables in Settings - Reactivate their account
from the same location if they return to your organization This ensures your
organization retains important historical records while maintaining data
security.
How do I purchase more seats?
How do I purchase more seats?
To manage your organization’s seat count:
- Navigate to Settings
- Select the Users tab
- Navigate to the table displaying your members
- Click “Manage Seats”
- Increase or decrease your seat count as needed
Account Access & Management
I forgot my password
I forgot my password
To reset your password:
- Visit app.kibuhq.com
- Click “Forgot Password”
- Enter your email address
- Follow the instructions in the reset password email
My invitation to create an account expired, what should I do?
My invitation to create an account expired, what should I do?
You can configure your password by clicking on “Forgot Password” on the login
page https://app.kibuhq.com. This will send an
automatic email to you with a new link to set up a password. Once you have
done that you will be able to login and continue setting up your account!
I need to be an admin instead of a staff to do this, can you update my role?
I need to be an admin instead of a staff to do this, can you update my role?
Role changes must be made by an existing administrator in your organization.
Please contact your organization’s administrator to update your role. They can
do this by: 1. Going to Settings 2. Selecting the Users tab 3. Finding your
account 4. Updating your role to Admin
What does it mean to delete/remove a Member? Can I reinstate them? I'm scared I'll lose their data if I remove them.
What does it mean to delete/remove a Member? Can I reinstate them? I'm scared I'll lose their data if I remove them.
When you remove a member or staff, their account is not permanently deleted - it’s simply deactivated. This means:
- All their historical data and records are preserved
- Their account becomes inactive but remains in the system
- You can easily reactivate their account if they return
- No data is lost in the process
- Go to Settings
- Click the Users tab
- Select “Show Deactivated” to view inactive accounts
- Find their account and click “Reactivate”
Can two people log into the same account at the same time?
Can two people log into the same account at the same time?
Yes, multiple people can log into the same account simultaneously and access most features. However, there is one important limitation:
- You cannot join live classes from multiple devices using the same account at the same time
How do you change a staff members email?
How do you change a staff members email?
To change a staff member’s email address, send a message to support@kibu.com with:
- The name of the staff member
- The new email address you wish to use
Can our members have their own accounts?
Can our members have their own accounts?
Yes, members can have their own accounts with limited access:
- Members can be set up with an email address to access Kibu content
- This is ideal for higher-functioning individuals who want independent access
- Member accounts can only view and participate in Kibu content
- Members and guardians cannot access documentation or clinical data
- After adding their email, they’ll receive an invitation to create a password
Organization Settings
Can I change the standard roles that Kibu has?
Can I change the standard roles that Kibu has?
Currently, Kibu’s role system uses predefined roles (Staff, Supervisor, Instructor, Admin, etc.) to ensure consistent permissions across organizations.
- Carefully review each role’s permissions
- Assign the most appropriate role for each staff member
- Use multiple roles in combination when needed
If I remove a staff or member account, what happens to their data?
If I remove a staff or member account, what happens to their data?
When you remove an account:
- Their login access is immediately revoked
- Their historical data (documentation, time tracking, etc.) is preserved
- Their name will still appear on past records they created
- Their profile becomes inactive but remains in the system
Usage & Analytics
What analytics and reporting features does Kibu offer?
What analytics and reporting features does Kibu offer?
Kibu’s analytics dashboard provides:
- Activity engagement tracking
- Visual analytics and interactive graphs
- Customizable usage reports
- Member participation metrics
What metrics can I track in Kibu?
What metrics can I track in Kibu?
Key metrics available include: - Live stream attendance - On-demand class
completion - Goal achievement rates - Member participation trends. These insights help
optimize programming and track progress. Learn more about key metrics
→
Billing & Subscriptions
How do I see my invoices?
How do I see my invoices?
If you want to see all your invoices:
- Log into Kibu
- Visit your Profile in the top right corner
- Go to the “About” tab
- Look for the section titled “Managed Billing”
How do I add more member seats?
How do I add more member seats?
To add more member seats: 1. Ensure you are the primary administrator 2.
Navigate to Settings 3. Go to the Users tab 4. Locate the members table below
the staff table 5. Click the “Manage Seats” button From here you can increase
or decrease the number of seats your organization pays for.
Content & Activities
What types of content does Kibu offer?
What types of content does Kibu offer?
Kibu provides a diverse range of content including:
- On-demand classes (400+ pre-recorded sessions)
- Daily live interactive classes
- AI-powered interactive games and activities
- Educational resources and lesson plans
How do I use Kibu Create's AI tools?
How do I use Kibu Create's AI tools?
Kibu Create offers several AI-powered tools: - Video-Based Jeopardy: Transform
videos into quiz games - Creative Story Generator: Create custom stories -
Custom Coloring Pages: Generate personalized coloring activities - Name That
Tune: Musical guessing games Each tool is designed to be simple to use with
clear instructions. Learn more about Kibu Create →
Can I join live classes remotely?
Can I join live classes remotely?
Yes! Live classes can be joined from anywhere with an internet connection. You can:
- View the complete schedule and RSVP online
- Join individually or as a group
- Participate with or without camera/microphone
- Integrate the class schedule with your calendar
Documentation & Records
What is Quick Notes and how do I use it?
What is Quick Notes and how do I use it?
Quick Notes is a universal documentation tool that allows you to:
- Document observations instantly from anywhere in Kibu
- Tag multiple members in a single note
- Use speech-to-text for hands-free documentation
- Auto-translate notes to your organization’s default language
How does Clara AI assist with documentation?
How does Clara AI assist with documentation?
Clara is Kibu’s AI assistant that helps with: - Generating comprehensive
member reports - Analyzing service records and life plan tasks - Creating
custom report templates - Reducing documentation time from days to minutes
Learn more about Clara →
How do I track medications and health information?
How do I track medications and health information?
Kibu provides comprehensive health tracking through: - Electronic Medication
Administration Records (eMAR) - Pharmacy management system - Medical
observations tracking - Health event monitoring Learn more about health
tracking →
How do I add a medication to a member's eMAR?
How do I add a medication to a member's eMAR?
To add a new medication for a member:
- Go to the member’s profile
- Select the Medical tab and choose “Pharmacy”
- Click ”+ Add” in the All Medications section
- Enter medication details:
- Medication name
- RX number
- Prescribing doctor
- Dosage and route
- Tracking schedule
Groups & Permissions
How do I manage different groups in my organization?
How do I manage different groups in my organization?
Groups in Kibu help organize:
- Service locations
- Program types
- Staff assignments
- Member placements
- Documentation requirements
What's the difference between staff and supervisor roles?
What's the difference between staff and supervisor roles?
Staff roles have basic access for daily tasks, while supervisors have additional capabilities:
- Staff: Basic documentation, member care, service records
- Supervisor: Can delete records, manage tasks, full file management
- Both: Access to assigned groups and member information
Mobile App
Where can I download the mobile app?
Where can I download the mobile app?
The Kibu mobile app is available for both iOS and Android devices: - iOS:
Download from the App
Store - Android:
Download from the Google Play
Store
The mobile app provides access to: - Quick Notes documentation - Service
Records - Medication tracking - Member information. Learn more about mobile
features →
What features does the mobile app support?
What features does the mobile app support?
The Kibu mobile app includes several key features to help DSPs:Quick Notes:
- Instant documentation of observations and notes
- Multi-language support
- Speech-to-text capabilities
- View medication schedules
- Record administration times
- Document notes and observations
- View incomplete records
- Sign and approve documents
- Submit documentation on-the-go
Life Plan Goals
How do I create and track life plan goals?
How do I create and track life plan goals?
Life plan goals can be created and managed through the life plan goals tab
in each members profile, you can edit goals or create new ones using the
custom goal builder to create something tailored to your staff and members!
To view data on life plan goal progress click the Reports button under the
life plan goals tab to view data on your member progress towards their
goals. create life plan goals using these steps
→