This guide will help you configure Kibu’s documentation system for your organization once you have created your account. Proper setup ensures your staff can efficiently record services, maintain compliance, and manage member documentation effectively.
Once in settings from the tabs displayed across the top select the one for groups
Once in the groups tab select the plus icon to create a new Group
It is important the name of your group accurately reflects the program your members are participating in
Repeat this process for as many groups as your organization may have
If you need help with setup, you can invite your fellow administrators: -
Go to Settings, under the users tab you will see a blue button saying “Add
Admins & Staff”- Invite them as Admin - They will have permissions to
create groups and upload members. View the steps below for more detail
Now that your groups are created its time to add your other admins and staff, to add staff navigate to the users tab in settings (this will be the first page that appears), from here you will see a table where a roster of your staff members will live. To begin select Add Admins & Staff
Input new staff first and last name as well as their email
It is important to assign appropriate permissions based on their role
Add staff to their respective groups (e.g., day habilitation, residence, etc)
Once you press “Add” they will be added to their groups and receive an email to create a password, once this is complete they will be able to access Kibu
Review our Staff Permissions & Roles
guide, located under documentation, to understand which role best fits each
staff member’s needs.
Adding members can be found under the Users tab in settings similar to Staff, scroll down from the admin and staff table to find the members table where a roster of all members in your organization will live
You have two options for adding members to Kibu:
Perfect for adding multiple members efficiently, particularly for larger organizations.
Select the Bulk Member Upload button to begin and follow the instructions in the dropdown below.
Bulk Upload Instructions
Step 1: Download Template
Download the excel sheet template
Step 2: Fill Template
Open the template and fill in member information:
First and last names are required
Additional information can be added now or later
We recommend completing all information now as it saves time and allows for more complete profile of each member
Step 3: Export Sheet
Export your completed sheet:
Navigate to the export button
Select “Export to Excel”
Step 4: Upload Sheet
Upload your completed sheet:
Click the bulk upload button
Select or drag and drop your exported file
Step 5: Complete Upload
Complete the upload:
Press the upload button
System will notify you of any missing required information
Review any errors for missing first or last names
Your All Set!
When using bulk upload, members will initially be added without group
assignments. After the upload is complete, you’ll need to manually add members
to their designated groups by:
Navigating to each group
Select the settings tab within the group
Once in group settings you will see a tab for members on the side, select this
In the members tab of settings you will see a blue “Add Members to Group” button allowing you to select all members you wish to add