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Commonly Asked Questions

This page contains answers to the most common questions about Kibu. If you can’t find what you’re looking for ask below or email our team at support@kibuhq.com

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Organization Management

To invite new administrators and staff members:
  1. Go to Settings
  2. Select the Users tab
  3. Click the blue “Add Admins & Staff” button
  4. Enter their:
    • First name
    • Last name
    • Email address
  5. Select their role (Staff, Admin, etc.)
  6. Assign them to appropriate groups
  7. Click “Add” to send the invitation
They will receive an email with instructions to set up their account and password.
Stay in the loop with Kibu’s latest features and updates by signing up for our official release notes! We send out updates that include: - Latest platform features and improvements - New class offerings and live class schedules - Documentation updates and new resources - Important announcements and tips Sign up for Kibu Release Notes →
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.
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.
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.
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.
To manage your organization’s seat count:
  1. Navigate to Settings
  2. Select the Users tab
  3. Navigate to the table displaying your members
  4. Click “Manage Seats”
  5. Increase or decrease your seat count as needed
Note: Changes to seat count will be reflected in your next billing cycle. Only primary administrators can modify seat counts.

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Account Access & Management

To reset your password:
  1. Visit app.kibuhq.com
  2. Click “Forgot Password”
  3. Enter your email address
  4. 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.
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!
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
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
To reactivate a removed member:
  1. Go to Settings
  2. Click the Users tab
  3. Select “Show Deactivated” to view inactive accounts
  4. Find their account and click “Reactivate”
To reactivate removed staff accounts, please contact support@kibu.com and our team will assist with the reactivation process.
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
For live classes, only one device can actively participate per account. If you need multiple people to join live classes simultaneously, they will need separate accounts.
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
Our support team will help update the email address on the account.
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
This allows members to engage with Kibu programming on their own schedule while maintaining appropriate privacy and security boundaries around documentation.

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Organization Settings

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.
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.
Most likely, you don’t see all your groups because you haven’t been added to them. Please speak with an Admin or Super Admin to request access to the groups you need.If you want to automatically see all groups the moment they’re created, you’ll need to be upgraded to Super Admin, which grants this privilege by default.

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Usage & Analytics

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 →
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 →

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Billing & Subscriptions

If you want to see all your invoices:
  1. Log into Kibu
  2. Visit your Profile in the top right corner
  3. Go to the “About” tab
  4. Look for the section titled “Managed Billing”
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.

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Content & Activities

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 →
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 →
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
Learn more about live classes →

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Documentation & Records

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
Learn more about Quick Notes →
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 →
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 →
To add a new medication for a member:
  1. Go to the member’s profile
  2. Select the Medical tab and choose “Pharmacy”
  3. Click ”+ Add” in the All Medications section
  4. 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 →

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Groups & Permissions

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 →
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
Learn more about roles →

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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 →
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
Medication Tracking:
  • View medication schedules
  • Record administration times
  • Document notes and observations
Service Records:
  • View incomplete records
  • Sign and approve documents
  • Submit documentation on-the-go
Learn more about mobile features →

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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 →
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