> ## 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.
# Managing Staff
> Invite staff to Kibu, change their role and groups, and remove or reactivate them.
> [card] Who can use this feature?
>
> Administrators, on the web. Staff accept their invitation from their email.
Staff are the people who sign in to Kibu and write documentation, such as DSPs, Supervisors, and Administrators. You invite each one by email and give them a role and at least one group, such as Day Habilitation.
Admins & Staff lists everyone on your team, with their role and status.
## What you need to know
* **Invitation:** Kibu emails each new staff member a link to set their password. They appear as **Invited** until they sign in for the first time. An invitation expires after 14 days.
* **Role:** decides what they can see and do. See [Staff Permissions & Roles](https://help.kibu.com/documentation/staff-permissions.md) to choose one.
* **Groups:** decide which members they work with. Every staff member needs at least one group.
## Invite staff
Go to **Settings** → **Admins & Staff** and click **Invite Admins and Staff**.
> [tab] One person
>
> **1. Stay on the Add Admin tab**
>
> Enter their first name, last name, and email.
>
> **2. Choose their role**
>
> Pick one from **Admin role**.
>
> **3. Choose their groups**
>
> Pick one or more from **Group(s)**.
>
> **4. Click Invite**
>
> Click **Invite**. Kibu sends the invitation email right away.
> [tab] Many people
>
> **1. Select the Bulk Upload tab**
>
> Click **Download Template** to get the spreadsheet.
>
> **2. Fill in one row per person**
>
> Every column is required: **First Name**, **Last Name**, **Email**, **Groups**, and **Staff/Admin Role**.
>
> **3. Upload the file**
>
> Kibu accepts Excel (.xlsx or .xls) and CSV files. Check the preview of the first 10 rows.
>
> **4. Click Upload**
>
> The button shows how many people you are inviting, such as **Upload 12 Admins**. If some rows fail, Kibu lists them so you can fix and upload them again.
> [!NOTE]
>
> An email can belong to only one person in Kibu. If someone already uses it, Kibu shows "A user with this email already exists."
> [!NOTE]
>
> The badge next to **Admins & Staff** shows how many seats you use. If your plan has a set number of seats, Kibu stops new invites once every seat is used. Your billing admin can add seats with **Manage Seats**.
Kibu can also limit staff emails to your organization's email domain, such as @dayhab.org. If an invite is refused for this reason, contact support to approve a single address, such as a contractor's personal email.
## Change a staff member's role or password
Find the person in the table and click next to their name.
* **Edit Role** gives them a different role.
* **Reset Password** emails them a link to choose a new password.
* **Reset MFA** removes the sign-in code app they set up, such as on a lost phone. They set up a new one the next time they sign in.
* **Resend Invite** appears instead for someone who has not signed in yet, with the status **Invited**, **Expired**, or **Revoked**. It sends them a new invitation.
You cannot change your own role, reset your own MFA, or remove yourself. Ask another administrator.
## Change a staff member's groups
Click the person's name to open their profile, then select the **Groups** tab. Click **Add to Groups** to add them to more groups.
> [!NOTE]
>
> A staff member's email cannot be changed in Kibu. Contact support if it needs to change.
## Remove a staff member
When someone leaves your organization, remove them so they can no longer sign in.
**1. Click the three dots next to their name**
Click , then **Remove**.
**2. Check the Rhythms they are on**
If they are assigned to any Rhythms, Kibu lists them. Rhythms with no one else assigned become available to everyone.
**3. Click Remove**
They lose access right away and are taken out of all their groups. Everything they documented stays in Kibu.
To hand their Rhythms to someone specific, use **Bulk Reassign** on the Rhythms dashboard.
## Reactivate a staff member
**1. Click Show Deactivated**
Click **Show Deactivated** above the table.
**2. Click the three dots next to their name**
Then click **Reactivate**.
**3. Choose their role and groups again**
Kibu does not remember their old groups. Click **Reactivate** to finish.
To invite someone who used to work for you, you can also invite them again with the same email. Kibu brings back their old account.
This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.