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, please contact our support 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
They will receive an email with instructions to set up their account and password.
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:
- Navigate to the member’s profile
- Select the “Life Plan” tab
- Click “Add New Goal”
- Choose the goal category (e.g., Community Integration, Employment, etc.)
- Fill in the goal details:
- Goal description
- Target completion date
- Action steps
- Progress indicators
- Save the goal
Goals can be reviewed and updated during regular progress meetings.
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
The reset link will expire in 5 days. If you don’t receive the email, check your spam folder or contact support.
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:
- Going to Settings
- Selecting the Users tab
- Finding your account
- Updating your role to Admin
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
However, if a custom role is needed, reach out to our support and we can schedule a meeting to discuss creating a role with custom permissions for your organization.
For detailed information about role permissions, visit our Account Types & Permissions guide.
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
This ensures you maintain accurate historical records while removing access. You can safely remove accounts without losing important data.
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
All data can be exported for compliance and record-keeping. Learn more about analytics →
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”
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
New content is added weekly across all categories. Learn more about our content →
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
Once added, the medication will appear in the member’s eMAR for tracking. Learn more about medication management →
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
Each group can have its own settings and access controls. Learn more about groups →
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
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: - Custom goal builder - Multi-group goal assignment - Standardized response options Goals can be copied between members and customized as needed. Learn more about creating goals →