> ## 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.
# User Management
> A comprehensive guide to managing users in Kibu - from adding staff and members to updating permissions and deactivating accounts.
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.
***
## Understanding User Types
Kibu distinguishes between two primary user types:
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 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](/documentation/staff-permissions) guide.
***
## Adding Users
### Adding Staff to Kibu
You have two options to add new staff members to your organization:
* First name
* Last name
* Email address
Staff, Supervisor, Admin, or Super Admin.
Perfect for adding multiple staff efficiently:
First and last names, email, groups assignment, and role type are required.
The new staff member will receive an email with instructions to set up their account and password.
Review our [Staff Permissions & Roles](/documentation/staff-permissions) guide to understand which role best fits each staff member's needs.
***
### Adding Members
You have two options for adding members to Kibu:
Add members one at a time and immediately assign them to groups.
Perfect for adding multiple members efficiently:
First and last names are required, but you can add an email for them to view the content part of kibu.
### 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.
### 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.
***
## Deactivating Members
### 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. No data is lost in the process.
Their account becomes inactive. Login access is immediately revoked. You can easily reactivate their account if they return.
All their service records, medical information, and documentation history will be preserved.
***
## Reactivating Members
## 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.