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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

Kibu distinguishes between two primary user types:

Staff

Staff are your organization’s employees who have login access to Kibu, create and manage documentation, and provide services to members. They have specific roles with varying permission levels (Staff, Supervisor, Admin, Super Admin, Read Only Admin).

Members

Members are the individuals who receive services from your organization and are the subject of documentation and service records. They do not have login access to Kibu and 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

You have two options 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, or Read Only 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:
Add members one at a time and immediately assign them to groups.
1

Navigate to Settings > Users tab

2

Scroll down to the overview table

3

Click Add Members

4

Fill in information

5

Select groups to assign them to

6

Click Add

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Updating Staff Information

  • To remove a staff member, update their staff role, or send a password reset email: Go to Settings > Users & Access > Admins & Staff, locate the staff member in the table, click the three dots next to their name and select the appropriate action. By removing a staff members, their login access is immediately revoked, but their historical documentation remains intact.
  • To update a staff member’s group assignments: Click on the staff member’s name to open their profile, then edit their group assignments from their profile page.
Staff email addresses cannot be changed once created and support must be contacted for adjustment. Role changes must be made by an existing administrator. Staff members cannot change their own roles.

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Updating Member Information

Member information, including medical records, custom fields, emergency contacts, and life plan goals, can be viewed and updated in the member’s profile.

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Deactivating Members

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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:

What is preserved

All historical data and records are preserved. Their account becomes inactive but remains in the system. No data is lost in the process.

What changes

Their account becomes inactive. Login access is immediately revoked. You can easily reactivate their account if they return.
1

Navigate to Settings > Users tab

2

Scroll to the Members table

3

Locate the member

4

Click the three dots and choose deactivate

5

Confirm the action

All their service records, medical information, and documentation history will be preserved.

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Reactivating Members

1

Go to Settings > Users & Access tab

2

Click the Show Deactivated button

3

Click the three dots and the Reactivate button

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Best Practices

Periodically review and update user access as roles change.
Assign the minimum level of access required for each staff member.
Maintain up-to-date user lists for proper access control.
Remove access promptly when staff leave the organization.
Never share login credentials between staff members. Each person should have their own unique account for proper audit trails and accountability.
Remember: User management affects your organization’s compliance and data security. When in doubt, contact our support team for guidance.