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Overview

User management is a critical aspect of maintaining your Kibu organization. This guide covers everything you need to know about managing both staff and members, including how to add, update, and remove users while maintaining data integrity and compliance.

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Understanding User Types

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Staff vs Members

Kibu distinguishes between two primary user types: Staff are your organization’s employees who:
  • Have login access to Kibu
  • Create and manage documentation
  • Provide services to members
  • Have specific roles with varying permission levels (Staff, Supervisor, Admin, Super Admin)
Members are the individuals who:
  • Receive services from your organization
  • Are the subject of documentation and service records
  • Do not have login access to Kibu
  • Have profiles managed by staff members
For detailed information about staff roles and permissions, see our Staff Permissions & Roles guide.

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Adding Users

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Adding Staff to Kibu

To add new staff members to your organization:
  1. Navigate to Settings
  2. Select the Users tab
  3. Click the blue “Add Admins & Staff” button
  4. Enter the following information:
    • First name
    • Last name
    • Email address
  5. Select their role (Staff, Supervisor, Admin, Super Admin)
  6. Assign them to appropriate groups
  7. Click “Add” to send the invitation
The new staff member will receive an email with instructions to set up their account and password.
Review our Staff Permissions & Roles guide to understand which role best fits each staff member’s needs.

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Adding Members

You have two options for adding members to Kibu:

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Option 1: Individual Upload

Add members one at a time and immediately assign them to groups.
  1. Navigate to Settings > Users tab
  2. Scroll down to the Members table
  3. Click “Add Members”
  4. Fill in member information
  5. Select groups to assign them to
  6. Click “Add”

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Option 2: Bulk Upload

Perfect for adding multiple members efficiently:
  1. Click “Bulk Member Upload”
  2. Download the Excel template
  3. Fill in member information (first and last names are required)
  4. Export your completed sheet as an Excel file
  5. Upload the file through the bulk upload interface
When using bulk upload, members will initially be added without group assignments. You’ll need to manually add them to groups afterward through group settings.

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Updating Users

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Updating Staff Information

To update staff information or permissions:
  • To remove a staff member, update their staff role, or send a password reset email:
    1. Go to Settings > Users tab
    2. Locate the staff member in the table
    3. Click the three dots next to their name and select the appropriate action
  • To update a staff member’s group assignments:
    1. Click on the staff member’s name to open their profile
    2. Edit their group assignments from their profile page
Note: Staff email addresses cannot be changed once created.
Role changes must be made by an existing administrator. Staff members cannot change their own roles.

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Updating Member Information

To remove a member, use the Users tab in Settings. All other member information—including medical records, emergency contacts, life plan goals, and custom fields—can be viewed and updated in the member’s profile.

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Removing/Deactivating Users

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Important: Data Preservation

When you remove a user from Kibu, their account is not permanently deleted - it’s deactivated. This means:
  • All 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

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Deactivating Staff Members

To remove a staff member:
  1. Navigate to Settings > Users tab
  2. Locate the staff member
  3. Click the remove option
  4. Confirm the action
Their login access is immediately revoked, but their historical documentation remains intact.

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Deactivating Members

To remove a member:
  1. Navigate to Settings > Users tab
  2. Scroll to the Members table
  3. Locate the member
  4. Click the remove option
  5. Confirm the action
All their service records, medical information, and documentation history will be preserved.

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Reactivating Users

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Viewing Deactivated Users

To see deactivated users:
  1. Go to Settings > Users tab
  2. Click “Show Deactivated” button
  3. View inactive accounts

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Reactivating Users

To reactivate any removed staff or members, simply reach out to our support team at support@kibu.com and we can easily assist you with reactivation.

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Best Practices

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User Management Guidelines

  1. Regular Review: Periodically review and update user access as roles change
  2. Principle of Least Privilege: Assign the minimum level of access required for each staff member
  3. Keep Rosters Current: Maintain up-to-date user lists for proper access control
  4. Data Security: Remove access promptly when staff leave the organization

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Compliance Considerations

  • Maintain accurate historical records by using deactivation instead of deletion
  • Ensure proper role assignments for documentation compliance
  • Keep emergency contact information current for all members
Never share login credentials between staff members. Each person should have their own unique account for proper audit trails and accountability.

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Need Help?

If you need assistance with user management:
Remember: User management affects your organization’s compliance and data security. When in doubt, contact our support team for guidance.