# Creating Live Classes Source: https://help.kibu.com/content/create-your-own-live-class Administrators can create and schedule their own live classes for members in addition to Kibu's daily programming. Clean Shot 2026 06 18 At 15 23 34@2x Organizations can host their own live classes directly inside Kibu, alongside the daily sessions run by Kibu coaches. This is useful for staff-led activities, organization-specific programming, or recurring group sessions on your own timetable. Creating live classes requires administrator access. Staff members can view and join classes but cannot create them. ## Creating a class Navigate to **Live Classes** from the top navigation bar. The button is in the top right of the Live Classes page. This appears on the class card that members and staff see. Keep it clear and descriptive, for example, "Morning Movement" or "Tuesday Social Skills Group." The first \~50 characters appear on the class card. Longer descriptions are tucked behind a "Show more" toggle. Use this to tell participants what to expect or what to bring. Choose the date, time, and timezone. Enter the duration in minutes. Classes default to 60 minutes, adjust to match your session length. Choose whether the class repeats. Recurring classes are created automatically on the chosen schedule without needing to be re-entered each time. Choose the staff member who will lead the class. Their name and photo will appear on the class card. The class is added to your Live Classes schedule immediately and is visible to all members and staff in your organization. ## What the class card shows Once created, your class appears in the Live Classes schedule alongside Kibu's programming. Each card displays: * Class title and description * Instructor name and photo * Scheduled time and timezone * Duration * Status - upcoming, live now, or ended Members and staff can set a **Remind me** notification so they don't miss it. ## Managing your classes Open the class from the Live Classes schedule and select the edit option. You can update the title, description, start time, duration, repeat cadence, and instructor. Open the class and select the delete or cancel option. For recurring classes, you can choose to delete just the one occurrence or all future instances in the series. Past classes remain visible in the schedule with an "ended" status. Use the calendar view to navigate to previous dates. ## Tips for running great sessions * **Test your setup before going live.** Join the class a few minutes early to check audio, video, and screen sharing. * **Use recurring classes for regular programming.** Setting a repeat cadence means your weekly groups show up automatically, no need to recreate them each week. * **Keep descriptions short and specific.** The first 50 characters are what most people read before joining. * **Share the schedule.** Members and staff can add the Kibu Live Classes calendar to Google Calendar or Outlook. See [Live Classes](/content/live-classes) for instructions. Kibu's own daily programming runs alongside your organization's classes. Members see both in the same schedule view, so your sessions benefit from the same join experience as Kibu's built-in programming. # Kibu Create Source: https://help.kibu.com/content/kibu-create Kibu Create harnesses the power of AI to help you generate engaging, personalized content for your members. From video-based games to creative activities, our tools make it easy to create unique experiences tailored to your members' interests and abilities. Clean Shot 2026 06 11 At 12 11 57@2x Clean Shot 2026 06 11 At 12 12 37@2x Turn any Kibu video into a team quiz. AI generates questions and categories automatically.  AI-generated short stories with images. Read-aloud with word highlighting, adjustable lengths and reading levels. Enter any subject, get a coloring page instantly. Opens full screen. Pages saved to your personal library. 10-second song clips. Guess and score. Great for music therapy and memory exercises. Auto-calls numbers, tracks what's been called, and generates printable PDF bingo boards.  Classic word-guessing game. Choose a word or phrase and challenge the group letter by letter. **New** Two-player strategy game. Take turns dropping pieces to connect four in a row. Hold a card to your forehead and guess from teammates' clues. ## Utility Tools: Clean Shot 2026 06 11 At 12 13 57@2x Always review AI-generated content before using it with members. Creating fresh content weekly keeps sessions engaging. # Live Classes Source: https://help.kibu.com/content/live-stream Interactive sessions with certified coaches, streamed daily. Join from anywhere, individually or as a group. Clean Shot 2026 06 11 At 12 11 04@2x ## Schedule and RSVP View the full schedule at [app.kibuhq.com/live-classes](https://app.kibu.com/live-classes). Each class card shows the name, coach, time, timezone, and status (upcoming, live, or ended). ## What to expect Camera and microphone are optional throughout the session. During the class you can watch and follow along, send messages in the live chat, and see other participants. Coaches can share their screen and still see all participants while sharing. A notification is sent when a participant joins. ## Live chat Chat is available throughout every session. History persists between sessions. To copy a message, hover over it and select copy. Coaches can delete individual messages. ## Calendar integration ## Create your own live classes Organizations can schedule their own live sessions alongside Kibu's daily programming. See [Creating Live Classes](/content/create-your-own-live-class) to get started. **Live classes are not recorded.** Replays are not available. Join at the scheduled time to participate. # On-Demand Classes Source: https://help.kibu.com/content/on-demand-classes 600+ pre-recorded classes across 12 categories. Watch anytime, pause and replay, on any device, cast to a TV for the best group experience. Clean Shot 2026 06 11 At 12 07 55@2x ## Class categories | Category | What's included | | - | - | | Dance | Dance Party series, progressive lessons, all skill levels | | Fitness | Coaches Imani, Victoria, and Colby with varied styles for all levels | | Yoga | Multiple instructors, adaptive practice | | Mindfulness | Be Present three-part series, guided relaxation | | Life Skills | Money management, daily living, household tasks, social communication | | Job Development | Interview skills, workplace etiquette, job readiness | | Drawing & Painting | Character drawing, nature art, imaginative illustration | | Brain Games | Memory games, mystery solving, charades | | Music | Instrument families three-part series, interactive music education | | Science | Animal studies series, wildlife, and the natural world | | Reading & Story Time | Stories with multiple coaches, interactive sessions | | Social Emotional Learning | Kindness series, empathy, character development | ## How to access Browse by category or use the search function to find something specific. Click any class to see difficulty level, required materials, duration, and learning objectives. Pause and replay any time. Go at whatever pace works for your group. ## Lesson plans Find the lesson plan button on **each video card** in the library or on the **activity screen** when a video is open. Lesson plans include a video breakdown, structured activities, discussion prompts, suggested materials, and a community integration. Clean Shot 2026 06 11 At 12 08 36@2x ## Watching with a group? For day programs and group settings, casting to a TV or connecting via HDMI cable makes classes much more engaging. See [Watching Kibu](/content/watching-kibu) for device recommendations and setup steps. # Content Overview Source: https://help.kibu.com/content/overview Kibu's library of classes, live sessions, and AI-powered activities, designed for the IDD community. On-demand classes Class categories Kibu Create tools Watch anytime, on any device. Daily sessions with certified coaches. AI games, stories, Bingo, and more. ## Lesson plans Many on-demand classes include a free lesson plan. Find the button on the video card in the library, or on the activity screen when a video is open. Lesson plans include structured activities, discussion prompts, and suggested materials. ## Favorited videos Favorited videos are saved to the content homepage for quick access. Tap the heart icon on any video card to favorite it. ## Mature content Some videos are marked as mature content. Access is turned on by default. To turn it off, reach out to a Kibu team member or support. # Watching Kibu Source: https://help.kibu.com/content/watching-kibu Kibu works on any device with a browser. For the best group experience, we recommend casting or connecting to a TV screen. ## Recommended: Cast or Connect to a TV The best way to watch Kibu with a group is on a large screen. Whether you're in a day program, residential setting, or classroom, getting Kibu on the TV makes classes more engaging and easier for everyone to follow along. **Best experience:** Use a Google streaming device (Chromecast or Google TV) or connect a laptop or tablet directly via HDMI cable. Both options are simple to set up and work great with Kibu. ## Devices at a glance **Recommended.** Cast directly from Chrome on any laptop, tablet, or phone. No cables needed. Plug a laptop or tablet directly into any TV or monitor with an HDMI port. Simple and reliable. Works on any modern browser. Chrome gives the most consistent experience. iPad and Android tablets work well for individual use or small groups. Works on iOS and Android. Best for Quick Notes and documentation on the go. Some smart TVs have built-in browsers. Compatibility varies, casting from another device is more reliable. ## How to cast with Google Chromecast Connect it to your TV's HDMI port and power it on. Make sure your device and the Chromecast are on the same Wi-Fi network. In Chrome, click the three-dot menu → **Cast** → select your Chromecast or TV from the list. The class will appear on the TV. Control playback from your device. For live classes, join from your laptop or tablet and cast that tab. This lets you see the class on the TV while still controlling chat and playback from your device. ## How to connect with an HDMI cable Most laptops have a full-size HDMI port. Tablets and newer laptops may need a USB-C to HDMI adapter. The page should appear on the TV automatically. On Windows: right-click the desktop → **Display settings** → Duplicate or Extend. On Mac: **System Settings → Displays**. ## Device compatibility | Device | Works with Kibu | Notes | | - | - | - | | Google Chromecast / Google TV | ✓ Recommended | Cast from Chrome on any device | | Laptop via HDMI | ✓ Recommended | Most reliable wired option | | Desktop browser (Chrome, Edge, Safari, Firefox) | ✓ Full support | Chrome recommended | | iPad | ✓ Full support | Great for individual or small group use | | Android tablet | ✓ Full support | | | iPhone / Android phone | ✓ Full support | Best for documentation features | | Smart TV browser | Varies | Casting from another device is more reliable | | Apple TV | Partial | Use AirPlay from an iPhone, iPad, or Mac | | Roku | Limited | Use an HDMI cable from a laptop instead | | Amazon Fire Stick | Limited | Use an HDMI cable from a laptop instead | ## Tips for group settings * **Position the screen** where all participants can see it clearly before starting. * **Test audio** before the session, make sure the TV or monitor volume is turned up. * **Use a phone or keyboard** to control playback so you can move around the room freely while the class runs on the TV. * **Stable Wi-Fi** makes a big difference. If you're experiencing buffering, try moving the streaming device or router closer together. # Add or Remove Staff from a Group Source: https://help.kibu.com/documentation/add-remove-staff-from-group Manage which staff members can create service records for a group by adding or removing them from the group's Admins & Staff list. Every group in Kibu has its own list of assigned staff. Staff added to a group's **Admins & Staff** list can create service records for that group. You can add or remove staff from a group at any time from the group's Settings tab. The People panel has two tabs: **Admins & Staff** and **Members**. This article covers managing the Admins & Staff list. ## Add a Staff Member to a Group Respite group Settings tab with the People panel open, showing the Admins and Staff tab selected and the Add button highlighted You can select more than one staff member at a time, or click **Select all** to add everyone in the list. Add Staff to Respite modal with mich typed into the search field, Michael Sabino's checkbox selected, and 1 selected shown above the Add button The modal closes, a confirmation message appears, and the Admins & Staff count updates to reflect the new staff member. Don't see who you're looking for in the Add Staff modal? Add them in organization settings. ## Remove a Staff Member from a Group Scroll the Admins & Staff list or use the search box to find them. People panel showing the Admins and Staff list with a Remove option displayed after clicking the three-dot menu next to Michael Sabino's name A confirmation dialog asks you to confirm the removal. Remove admin confirmation dialog asking Are you sure you want to remove Michael Sabino from Respite with Cancel and Remove buttons A confirmation message appears, and the staff member is removed from the group's Admins & Staff list. # Content Usage Source: https://help.kibu.com/documentation/analytics Track engagement, participation, and goal completion. Export for billing, compliance, and program decisions. ## Content analytics A dedicated dashboard shows how members engage with Kibu's classes and activities. Navigate to Documentation → Content Usage. The Content Usage dashboard with summary stat cards and a Content Activity Over Time line chart ## Key metrics ## Exporting a usage report The report downloads as an Excel (.xlsx) file. # Clara Narratives - AI Assistant Source: https://help.kibu.com/documentation/clara-narratives Let us introduce you to Clara Narratives, your AI Assistant helping streamline compliance. Clean Shot 2026 06 18 At 10 38 01@2x ## What is Clara? Clara is Kibu's AI assistant that helps you generate reports and analyze member data. You can find Clara in the bottom-left of the sidebar in the Documentation section. By analyzing your organization's data, Clara can: * Create comprehensive written summaries and reports for any member * Generate graphs to visualize trends over time * Calculate numbers and totals from member data * Dramatically reduce the time you spend on reporting from days to minutes Clara can access a broad range of member data including service records, life plan goal data, member profile, medical data, forms, and quick forms. All selectable for your own custom reporting. *** ## How to use Clara Narratives Choose what data Clara should analyze: * **Member:** Select the specific member you need a report for * **Time Range:** Specify the period for data analysis * **Resources:** Pick your data sources: * Service Records * Life Plan Tasks * Or both * **Groups:** Choose which groups' data to include * **Template:** Select your preferred report template from the available options We provide several pre-built templates to choose from for common reporting needs: * Daily Life and Engagement Report * Goal Progress Snapshot * Monthly Member Summary Because compliance does not mean the same thing for every organization, Clara allows you to: The Clara create template interface with fields for report structure and formatting requirements * Create new templates from scratch * Specify custom formatting requirements * Define specific data points to highlight * Save templates for future use If you would like to create a custom template, follow the instructions in the [How to Create a Custom Template](#how-to-create-a-custom-template) section below. Once you click "Let's Chat" you will be able to chat with Clara and summarize your data: Clean Shot 2026 06 18 At 10 41 40@2x Clara will analyze all data based on your selected template, counting reviewed service records and life plan tasks in the selected date range. *** ## Generating Reports Clean Shot 2026 06 18 At 10 44 06@2x ### Step-by-Step Process * Number of records analyzed * Types of data included * Date range covered It's That Easy! *** ## How to Create a Custom Template * Report structure * Section organization * Data emphasis points * Summary format When creating custom templates, consider your organization's specific compliance requirements and reporting standards to ensure generated reports meet all necessary criteria. If you need help you can always email [support@kibuhq.com](mailto:support@kibuhq.com) *** ## Managing Report Templates To view, create, or edit your organization's report templates, open Clara and navigate to the template management section. From here you can: * Create a new template from scratch * Edit an existing template * Delete templates you no longer need When creating a template, define the report structure, the sections you want included, and any specific data points or formatting requirements. Save the template and it will be available to all staff in your organization whenever they use Clara. *** ## Report Features Detailed summaries of all selected data. Reports adapt to your chosen template. Structured to meet documentation requirements. Copy directly into your records or monthly reports. *** ## Benefits * Reduce monthly reporting time from days to under an hour * Eliminate manual data compilation * Instant access to organized information * Consistent reporting format * Comprehensive data analysis * Reduced human error * Custom templates for specific needs * Multiple data source integration * Adjustable time ranges *** ## Best Practices * **Template Management:** Review and update templates if compliance changes for your organization * **Data Verification:** Always review generated reports for accuracy While Clara significantly streamlines report generation, it's important to review all AI-generated content for accuracy and completeness before using it in official documentation. *** ## Downloading Reports Once Clara has generated a report, you can download it as a PDF or Word document to share, file, or include in your records. Click the download button after a report has been generated and choose your preferred format. # Completing and Tracking Rhythms Source: https://help.kibu.com/documentation/completing-rhythms Complete a rhythm on web or mobile, review what was done, export your record for an auditor, and manage who gets notified. Completing a rhythm Rhythm Completion Completing an item records what was done, who did it, and when. That record is the reason Rhythms exists, so it is kept permanently and can be exported for an auditor. ## Complete an Item Use **Rhythms** in the left sidebar, or the Rhythms tab on the member or group. Select **Assigned to me** to narrow it to your own work. Read the completion instructions at the top if the template has them. Tick the box, upload or link the file, or answer the form questions, depending on how the template was built. Some templates require a note before the signature is accepted. Sign to finish. You will see the items assigned to you. The same evidence, note, and signature as on the web. Paused items do not appear on mobile. If something is on your list, it is yours to do. As soon as an item is completed, Kibu creates the next one. There is nothing to schedule by hand. You do not have to be the assigned person to complete an item. The person who actually walked the building is not always the person it was assigned to, and blocking them would leave real work recorded as missed. ### Late and missed items An item past its due date stays completable and is marked as completed late. Recording what happened is always better than leaving a gap. Too far from the due date to sign off. The button appears on its own when the window opens. Past its due date and not yet completed. Still completable. ## Correcting a Record Staff who have been given permission to amend records can fix a submission, move a due date, or reopen something completed by mistake. Amending a signed record marks the original signature as no longer valid, and that is visible in the history. This is deliberate, so an auditor can always see that a record was changed after signing. ## History Every rhythm keeps its own history: each completed item, newest first, with the evidence it was signed against. Open it from the three dot menu on any rhythm row, on the Rhythms page or on a member or group tab. Older entries load twenty at a time from a button at the bottom of the list. Rhythms History Rhythm history Two things worth knowing: * Form answers are shown as the questions were worded **at the time it was signed**, not as the template reads today. Editing a template never changes a record you already have. * An item whose evidence was removed stays in the list, marked as having none. Hiding it would misstate the count. ## Export for an Auditor Select **Export** for a CSV or a PDF. The export matches what is on your screen, including your filters and the order rows are in. Narrow the page to one house, one template, or one date range first, and the export carries exactly that. Export is in the same place and does the same thing on the Rhythms page, a member or group tab, and a rhythm's history. ## Who Gets Notified | Notice | Goes to | | - | - | | Advance reminders | The people assigned to the item | | Completed | Subscribers, except whoever completed it | | Missed | Subscribers | Nobody else is notified. Directors are not added by default, because the Rhythms page is their tool and a notification for every item in the organization is noise. If a rhythm has nobody assigned, its reminders go to the subscribers instead. ### Changing who hears about it Go to **Settings > Notifications > Rhythms**. Choose a scope on the left, then the people on the right. Each option reads as the template plus the member or group it is attached to, such as "Fire Drill · Westview Residence", because one template is usually attached in several places. Selecting a group covers the rhythms attached to that group **and** the rhythms of the members on its roster. ## When Staff Leave Filter the Rhythms page by the person who is leaving, select everything shown, and reassign the whole set in one step. Future items move to the new owner. Completed history keeps the name of whoever actually did the work. ## Next Steps What Rhythms are, and when to use one instead of a Care Task. Build a template, set the schedule, and attach it. # Creating Life Plan Goals Source: https://help.kibu.com/documentation/creating-lpg This guide will walk you through the process of creating effective Life Plan Goals in Kibu. Life Plan Goals in Kibu are member-specific, unique to each individual, unlike daily notes, which are shared across the group. Clean Shot 2026 07 10 At 14 18 29@2x ## Before You Begin Ensure you have: * Your groups correctly created * Member(s) added to their correct group assignments You can save time by copying existing goals from other members. After clicking the "+ New Goal" button, select "Copy From Member" to search and select a previously created goal. The selected goal and tasks will be copied and can be customized for the current member, eliminating the need to create similar goals from scratch. ## Step-by-Step Creation Process Clean Shot 2026 07 10 At 14 21 23@2x Clean Shot 2026 07 10 At 14 23 08@2x * **Goal Title:** Enter a clear, descriptive name. * **Goal Description:** Provide context about the goal. * **Target Date:** Set the completion timeframe if this is a goal with a deadline. * **Group Assignment:** Select which group(s) will track this goal for the specific member. * **Select Create:** Once you are satisfied with your goal details press the **Create** button. Now to configure the questions that allow you to track goal progress, choose the most appropriate format for your goal tracking. We know this can be an intimidating process so we have outlined how best to use each option below: Tips for writing initial questions: * Keep questions simple and direct * Focus on one specific behavior or task per question * Use consistent terminology across goals * Consider how the data will be used for progress tracking Clean Shot 2026 07 10 At 14 29 35@2x * **Yes/No Questions** — Best for: Clear, binary outcomes. Example: "Did \[Member] participate in the activity today?" * **Single Select** — Best for: Choosing one option from multiple choices. Example: "What level of support was needed today?" — Independent, Minimal Support, Full Support. * **Multi Select** — Best for: Selecting multiple applicable options. Example: "Which activities did \[Member] engage in today?" — Art, Music, Movement, Social Interaction. * **Numeric Entry** — Best for: Quantifiable goals. Example: "How many minutes did \[Member] engage in the activity today?" * **Short Text** — Best for: Brief responses or quick notes. Example: "What was \[Member]'s initial reaction?" * **Long Text** — Best for: Detailed observations and comprehensive notes. Example: "Describe \[Member]'s interaction during the activity and any notable behaviors observed." Create your initial goal questions by selecting **Add Task** and choosing from the task types explained above. These are the first questions a DSP will see when filling out a members service record for the day. Clean Shot 2026 07 10 At 14 32 35@2x The right side of the life plan goal builder offers a preview of what your staff will see and allows you to test goals before saving them. Once you have decided the initial questions it is time to create followup questions/fields each DSP will complete based on the initial response: Clean Shot 2026 07 10 At 14 34 05@2x **Example "Was goal practiced":** Skip follow-up since goal was not practiced. Display a follow up text area asking how the task went. Before finishing your goal: ## Multiple Life Plans Per Member Clean Shot 2026 07 10 At 14 36 28@2x Members can have more than one named life plan. This allows you to organize goals into separate plans, for example, one plan for daily living skills and another for employment goals. Each plan: Has its own name set by the administrator. Contains its own set of goals. Tracks acknowledgements separately. In service records, goals are organized and labeled by which plan they belong to, making it easy for staff to navigate to the relevant section. ### To create a new plan for a member ## Deleting Goals When a goal is made inactive or marked as complete, its tasks continue to appear correctly on any past service records created while the goal was active. Your historical records are never affected by changes to a goal's current status. If you delete a goal entirely, the data will not show up in reporting or be accessible. ## Exporting Life Plan Goal Data Clean Shot 2026 07 10 At 14 38 09@2x Life plan goal data can be exported for reporting, compliance, or sharing with support coordinators. You can export: Data for a single goal. Data for all goals at once. Graphs showing progress over time (for one goal or all goals). ### To export ## Best Practices * Be specific and measurable * Use clear, simple language * Focus on observable behaviors * Include success criteria * Set realistic timeframes * Use consistent terminology * Include relevant context * Document both successes and challenges * Note any modifications needed * Review progress regularly * Adjust goals as needed * Document any goal modifications Regularly review and adjust goals based on member progress and changing needs, as the most effective goals evolve with the member's development. Ensure all goals are confirmed with the authorizing party to maintain proper documentation. **Note for admins:** Life Plan Acknowledgements under Settings require staff to review and acknowledge a member's life plan before signing service records. When enabled by an admin, staff must review the member's goals and teaching methods, and click acknowledge to confirm. Admins can configure whether this blocks service record signing entirely or simply reminds staff, and can set it to expire after a certain period of time or whenever the life plan is updated. # Creating and Attaching Rhythms Source: https://help.kibu.com/documentation/creating-rhythms Build a rhythm template, choose how the record is captured, set the schedule, and attach it to your members and groups. Rhythm templates in Settings Rhythms Settings A template defines what to capture and how often. You build it once, then attach it to every member or group it applies to. Templates live in **Settings > Rhythms**. Creating and editing them is an administrator job. ## Build a Template Select **Create Rhythm Template**. The builder has four sections, and a live preview beside it shows the rhythm exactly as staff will see it. The rhythm template builder Rhythms Builder Give the template a name, an icon, and a short description. Then choose **Members** or **Groups**. Use **Groups** for anything that belongs to a house, a vehicle, or a program. Use **Members** for anything that belongs to one person. Under **What it captures**, pick one of the three evidence types below. **Completion Instructions** appear at the moment staff complete the item. Use them for "check the fluid levels before signing" or "upload the signed copy from the practice." **Require a Note** holds the signature back until the person completing writes one. Under **When it comes due**, pick a **Cadence**, then answer "When is the first one due?" The next three real dates appear underneath, so you can confirm the pattern before saving. Set the **Completion Window** and **Reminders** here too. Both are covered below. **Default assigned** is who owns the item. **Default subscribers** are notified when it is completed or missed. Both are starting points that whoever attaches the template can change. You cannot switch a template between Members and Groups after it is created. Build a second template instead. ## How the Record Is Captured Confirm it happened and sign. Best for a smoke detector test or a weekly temperature check. Upload or link the signed document. Best for an ISP review or a visit summary. Answer the questions you build below. Best for a fire drill or a vehicle inspection. In **Form** mode, a question editor appears under the evidence tiles. It is the same builder used by Quick Forms, so the question types will be familiar. ## Cadence | Cadence | Can use it for | | - | - | | Daily | A vehicle walk-around or a daily house check | | Certain days of the week | Weekday-only checks | | Weekly | Water or fridge temperatures | | Monthly | Fire drills, smoke detector tests | | Quarterly | Quarterly nursing reviews | | Every 6 months | Service plan reviews | | Annually | Wellness visits, annual inspections | | Custom interval | Anything on its own rhythm, such as every 18 months | | Set each due date by hand | Items with no fixed cycle, where someone sets the next date each time | **Daily** and **Certain days of the week** are available on group templates only. Daily documentation for one person belongs in Care Tasks. ### The completion window The completion window is how many days before the due date staff can sign the item off. A 60 day window on an annual review means it opens two months early. The window never closes. A late item stays completable, because a missed fire drill still has to be recorded once it happens. Items that come due more often than once a week always open on the due date itself, whatever window you set. A daily check signed a day early is not evidence of anything. ### Reminders Reminders go to the people assigned to an item, counted back from its due date. An annual review might remind at 90, 60, and 30 days out. If a rhythm has nobody assigned, its reminders go to the subscribers instead. ## Attach the Template A template does nothing until you attach it. Kibu offers to do this as soon as you save a new one, and you can attach at any time afterwards. Go to their **Rhythms** tab and select **Add Rhythm**. **Add Rhythm** on the main Rhythms page works too. Only templates built for that type appear. A member will not be offered a group template. Kibu proposes the next date that fits the template's schedule. Change it if this member or group is on a different cycle. Everything after it counts from this date. The template's defaults are filled in, and you can change them here. Leaving the list empty is allowed, and the item then reads **Anyone may complete it**. Attaching one template to many members or groups at once is quicker. Use bulk attach from **Settings > Rhythms** when an annual review applies to everybody, and set each date in the table it gives you. ## Editing a Template Later Editing a template updates every rhythm attached to it, and Kibu tells you what the change will do before you save. Records already signed keep the questions they were answered against, so history never changes retroactively. Pausing a template stops new items from being created. Anything already open stays open and stays completable. ## Next Steps Complete items on web and mobile, review history, and export your record. What Rhythms are, and when to use one instead of a Care Task. # Group Settings Source: https://help.kibu.com/documentation/group-settings Properly configured group settings are essential for efficient service delivery and accurate documentation. Kibu makes it easy to customize each group's settings to match your specific program requirements and compliance needs. Clean Shot 2026 07 10 At 13 56 25@2x ## Why Group Settings Matter The right group configuration ensures: * Staff can efficiently document services * Members receive appropriate care and support * Documentation meets compliance requirements * Service tracking aligns with billing needs Save time by configuring settings once and importing them to multiple groups! Instead of manually configuring each group's settings, you can set up one group exactly how you want it, then use the import feature to copy those same settings to all your other groups. *** ## Settings Explained Here's a detailed breakdown of all group settings and what they control: General Group Settings do not save automatically, press save at bottom of the page once you are finished. ### Service Record Settings * **Default Setting:** Enabled * **Description:** Controls the overall service record functionality for the group. When disabled: * No new service records can be created * Existing records remain accessible but locked * All service record features are deactivated * **Default Setting:** Enabled * **Description:** Adds Present/Absent tracking to service records * **Note:** Required for time tracking features * **Impact:** Enables attendance reporting capabilities * **Default Setting:** Enabled * **Description:** Allows tracking of service duration and timing * **Requirements:** Attendance must be enabled * **Default Setting:** 11:59 PM * **Description:** Sets a daily cutoff time at which all active time tracking sessions will automatically stop. * **Use Case:** Useful for programs with fixed end times, ensuring time tracking does not run indefinitely if staff forget to stop it manually. * **Default Setting:** Disabled * **Description:** When enabled, a dialog will prompt staff to add an optional reason after marking a member absent. * **Purpose:** Helps organizations capture context around absences for reporting and compliance purposes. ### Documentation Settings * **Default Setting:** Enabled * **Description:** Makes note entry mandatory before signing service records * **Purpose:** Ensures proper documentation of services * **Impact:** Staff cannot sign records without completing notes * **Default Setting:** Default Template * **Description:** Sets the automatic template for new service records * **Contents:** Default template includes: * Total Time Spent with member * Progress review * Additional Notes * **Note:** Template completion is required Note templates can be customized to fit your program's specific needs. As this cannot be modified directly by your organization, please reach out to our customer success team for assistance. * **Default Setting:** Enabled * **Description:** Enables multiple note attachments per service record * **Benefit:** Allows multiple staff members to contribute documentation * **Use Case:** Ideal for collaborative care settings ### Staff Settings * **Default Setting:** Default to you * **Description:** Sets the automatic staff assignment for new service records * **Flexibility:** Can be modified per individual record * **Purpose:** Streamlines record creation process * **Default Setting:** Disabled * **Description:** When enabled, each staff note will have its own time tracking, separate from member time tracking. * **Use Case:** Ideal for programs that need to track staff hours independently from the time spent with individual members. ### Notifications Group-level notifications keep admins and staff informed without requiring them to manually check the platform. There are three configurable notification types: * **Description:** Automatically emails staff when they have unsigned service records or even if all notes are signed. * **Purpose:** Reduces incomplete documentation and helps organizations stay compliant. * **Description:** Sends a daily digest of unsigned notes to selected admins. * **Purpose:** Gives supervisors a consolidated view of outstanding documentation across the group. * **Description:** Sends a summary of active or ended time tracking sessions to selected admins. * **Purpose:** Helps supervisors identify sessions that may have been left running unintentionally. These settings can be adjusted at any time by group administrators. Changes will affect new service records but won't impact existing records. ### Danger Zone Actions in the Danger Zone are irreversible. Proceed with caution. * **Description:** Overwrites this group's settings with the settings from another group. * **Use Case:** Useful when setting up multiple groups with identical configurations. Configure one group first, then import those settings to others to save time. # Groups Overview Source: https://help.kibu.com/documentation/groups-overview Groups are the foundation of organizational management in Kibu, allowing you to structure your services, manage access, and maintain compliance across different programs. Clean Shot 2026 07 10 At 13 52 14@2x ## What are Groups? Groups in Kibu represent your organization's different locations or services, appearing in the left sidebar of the documentation page. They are essential for organizing: * Service locations * Program types * Staff assignments * Member placements * Documentation requirements *** ## Common Group Types Organizations typically create groups for services such as: * Day Habilitation * Employment Services * Respite Care * Residential Programs * Community Integration * Vocational Training Make each group's emoji unique for easy visual identification and organization! 🏠 🏢 🎓 🏥 *** ## Access Control Staff can only access groups they're assigned to. Access is controlled by administrators. Staff cannot view or edit records outside their groups. Multiple group assignments are possible for staff working across services. Members can belong to multiple groups. Reflects participation in different services. Enables comprehensive service tracking. Maintains privacy across programs. Admins have full visibility across all groups. Can manage group settings and configurations. Control staff assignments and access. Oversee all documentation and records. *** ## Group Management Clean Shot 2026 07 10 At 13 53 14@2x ### Creating Groups You will automatically be taken to the settings page for the newly created group, you can learn how to best configure your groups settings here: [Group Settings](/documentation/group-settings). ### Group Configuration Clean Shot 2026 07 10 At 13 57 26@2x Each group can be configured with unique settings based on service requirements. See our detailed [Group Settings](/documentation/group-settings) guide for: * Service record requirements * Attendance & time tracking options * Note templates * Staffing options * Notifications * Danger Zone (Importing settings from other group, deleting the group) Different services often have different compliance requirements. Customize each group's settings to match specific program needs. *** ## Best Practices * Use clear, consistent naming conventions * Assign unique emojis for visual distinction * Structure groups by service type * Align settings with program requirements * Standardize similar service types * Review settings periodically * Update as compliance needs change *** # Health Tracking Overview Source: https://help.kibu.com/documentation/health-tracking-overview A comprehensive overview of Kibu's health tracking features including medical observations, medication management, eMAR, and Quick Forms. ## Key Features Manage each member's medication list, including prescriptions, dosage, schedules, routes, and controlled substance status. Digital medication administration records with daily tracking, status recording, incident reporting, and monthly report generation. Fast, structured forms for capturing ad-hoc or event-based health information the moment it happens, outside of service records or end-of-day notes. Track vital signs, health events, and nutrition for each member. Includes heart rate, blood pressure, weight, seizures, blood sugar, and food and fluid intake. *** ## Medications The Medications section lives under the **Medical tab** of each member's profile. This is where you manage everything about a member's medications, what they take, how they take it, and any supporting details staff need at the point of administration. ### Adding a Medication (Supervisors) * Name (required) * RX Number * Prescribing Doctor * Dosage * Medication Type (Prescription, Over the Counter, or Supplement) * Status (Active, Declined, or Inactive) (required) * Route * Controlled or Uncontrolled Substance * Tracking schedule * Purpose * Side Effects * Instructions * Comments * Medication Image *** ## Electronic Medication Administration Record (eMAR) eMAR interface showing medication list, administration status options, and monthly report generation The eMAR system provides digital medication tracking capabilities: * Daily medication administration recording * Status tracking (administered correctly, incorrectly, or not administered) * Incident reporting for medication errors * Notifications to staff members * Monthly report generation ### Scheduled and PRN Medications Medications are organized into two types, both trackable directly from a member's **Care Tasks** tab. You do not need to navigate to the Medications section to log either. On a group page, the Care Tasks tab also shows upcoming scheduled medications across the group, so staff can see what is due before it comes up. Upcoming and missed medications appear together in the same view when you open the eMAR. Medications given on a regular, time-based schedule. These appear in the top section of the Care Tasks page in a calendar grid view, with a dot representing each scheduled dose per day. Medications given as needed. These appear in the lower section of the Care Tasks page. A dedicated PRN table also appears on each member's eMAR page so you can always see which PRN medications have been administered. ### Recording a Medication Administration Missed and upcoming medications appear together in a single view. For PRN medications, you can administer multiple at once. * A photo of the medication for visual confirmation (if one has been added) * Side effects to monitor * Administration instructions For PRN medications, a follow-up notes field is available for documenting what triggered the need for the medication, how the member responded, or any observations to share with your team. Always verify you have the right medication and the right member before confirming. ### Administration Statuses Medication was given as prescribed. Medication was given but with some deviation. Document the reason and add detailed notes or a medication incident report if required. Medication was not given. Document the reason and add detailed notes or a medication incident report if required. ### Medication Error Reports If your organization has a Medication Error Report form set up, you can log an error directly from the eMAR. If you don't have one yet, contact [support@kibu.com](mailto:support@kibu.com) and the Kibu team will help you get it added. Once your form is in place, there are two ways to file a report: Click on any dose that was administered incorrectly and select **Create Medication Error Form**. This will take you directly to the report. Navigate to the member's profile, open the **Care Tasks** tab, click **+ Add**, select your Medication Error Report form, choose the date, and fill out the form. ### Recording a Missed Medication If a medication was not documented on the correct day and needs to be added after the fact: Administrators can update MAR records for medications that have since been marked as inactive, for example, to correct a record from before a medication was discontinued. Contact your administrator if you need help with a past record. If a medication administration was logged by mistake, it can be deleted. Only administrators can delete eMAR entries. To request a correction, contact your organization's administrator. *** ## Care Tasks & Quick Forms Quick Forms provide a lightweight, customizable, and structured way to capture ad-hoc or event-based health information the moment it happens, without needing to tie it to a service record or end-of-day note. They are ideal for health events that may or may not occur each day, such as: * Seizure episodes * Blood pressure readings * Bowel movements * Menses tracking * Meal and fluid intake entries Quick Forms are designed to be completed quickly by staff on the spot, ensuring important health details are never missed or documented after the fact. Supervisors can add Quick Forms through the overall Settings on the left side. From here, they can build and manage custom form templates tailored to the specific data your organization needs to track. Staff can enter the information of the Quick Forms under Care Tasks. Once submitted, the information will be displayed in the member's profile under Care Tasks. ### Viewing Care Tasks under Reports Reports can be found under the member's Reports tab, then Quick Forms. From here you can: * Select a specific Quick Form/Care Task to view all submitted entries, including the date, time, and the staff member who submitted it * View submitted data visualized as charts and configure the data inputs you want to visualize * Create a new Quick Form entry directly from this view using + Create * Download the submitted data as a table ## Medical Observations Medical Observations tab showing vital signs, health events, and nutrition tracking fields The medical observations feature allows you to track various health metrics for your members, including: * Vital signs (heart rate, blood pressure, weight, height) * Health events (seizures, blood sugar, bowel movements) * Nutrition tracking (food and fluid intake) *** *** ## Best Practices Establish consistent schedules for recording medical observations and medication administration. Include relevant notes and context when recording health events or medication incidents. When a health event occurs outside of a scheduled observation or service record, use Quick Forms to capture it immediately so nothing is lost. Regularly review and export health tracking reports for record-keeping and analysis. Ensure all caregivers are trained on using the health tracking features and understand the documentation requirements. # Life Plan Goal Acknowledgement Source: https://help.kibu.com/documentation/life-plan-goal-acknowledgment Clean Shot 2026 07 10 At 14 43 50@2x Life Plan Goal Acknowledgements give your organization a way to confirm that staff have read and understood each member's life plan and goals before completing service records. Administrators configure how acknowledgements work at the organization level. To configure acknowledgements: ## Setting Up Acknowledgements Administrators can choose from three acknowledgement behaviors to appear in staff notes when plans need to be acknowledged. Chrome GB Vnc MNSUS Staff will not be visually reminded about acknowledgments in the service record. Staff must acknowledge the life plan before they can sign a service record. Staff see a reminder, but it does not prevent them from signing service records. ## When Re-Acknowledgement Is Required Administrators can require staff to re-acknowledge a goal in two situations: Any change to the goal triggers re-acknowledgement. Goals must be re-acknowledged on a regular schedule. ## The Staff Experience Chrome 3oq KGF Dp IT When acknowledgements are required, staff will see a prompt when opening a member's life plan goals in a service record. They must confirm they have reviewed the goal before proceeding. If a goal has been updated since it was last acknowledged, it will be marked as needing re-acknowledgement and staff will see a notice to review the changes. Chrome Cp M5z6e In B ## Acknowledgements Overview Administrators can view all acknowledgements across the entire organization from the Acknowledgements Overview page. This shows: * Which life plans have been acknowledged and by whom * Which life plans are pending acknowledgement * Acknowledgement history per member and per admins & staff To access the overview: Chrome Dk Typl9e YS 1 ## Exporting a Report In the Acknowledgements report, click the **Download** button to export an Excel spreadsheet. You can choose between a member-level or staff-level report showing what has been acknowledged and what is outstanding. ## Marking a Goal as Outdated Administrators can manually mark a goal as outdated from the goal's edit page. This immediately triggers re-acknowledgement requirements for staff assigned to that member. 2026 06 18 15 55 44 1 2026 06 18 15 55 44 1 # Life Plan Goals Source: https://help.kibu.com/documentation/life-plan-goals Kibu's Life Plan Goals system revolutionizes how organizations manage, track, and analyze individual service plans. Whether you call them Life Plans, PCPs, or ISPs, our platform provides a streamlined experience for both administrators and direct support professionals. Clean Shot 2026 07 10 At 14 12 24@2x The image above shows the Global Life Plan Goals view, accessible from your organization's settings. This centralized dashboard displays all created goals across the organization, along with their member and group assignments, enabling efficient goal management and oversight. ## Key Features ### Form Builder & Question Design Create clean and concise life plans with ease using our drag-and-drop form builder. As you build daily tasks, you'll see exactly what your staff will see. Clean Shot 2026 07 10 At 14 13 40@2x Watch your form take shape as you build it. Easily arrange and organize questions. Configure follow-up questions based on responses. For example, when a DSP selects "Yes", automatically show a text box for details. Create dynamic flows for easier staff navigation. Multiple choice, text, checkboxes, customizable dropdown menus, conditional field display, and smart form organization tools. ### Efficient Goal Management Save time and reduce redundancy with powerful goal management tools. Replicate similar goals in just a few clicks. Select multiple groups for a goal to be assigned to. Create reusable templates for common goals. ### Progress Tracking & Analytics Monitor and measure progress with comprehensive tracking tools. Assign success values to responses. View all goals and tasks in one place. Clear visual indicators of goal completion. Track success rates and patterns. ## Advanced Features ### Goal Configuration & Management Customize and standardize your goal tracking with powerful management tools: Create preset response sets for consistency. Manage dropdown menus and checkbox lists centrally. Share standardized options across your organization. Assign goals to multiple groups simultaneously. Configure individual and organization-wide assignments. Customize access and tracking per group. Configure point-based progress tracking and track progress accurately while accounting for exceptions. **Success tracking values:** Goal met (e.g., "Yes"). Goal not met (e.g., "No"). Situations where tracking doesn't apply. ## Getting Started Ready to create your first Life Plan Goal? Follow these initial steps: See the [detailed creation guide](/documentation/creating-lpg) for full instructions. # Medical Observations Source: https://help.kibu.com/documentation/medical-observations The medical observations feature allows you to track various health metrics for your members. These observations are accessible under the medical tab of each member's profile, providing a comprehensive view of their health status over time. Medical Observations will be moved to a new location in the future and improved. All existing data will be preserved. In the meantime, we recommend using [**Quick Forms**](https://help.kibu.com/documentation/quick-forms) to track health metrics. The Observations page inside the Medical tab of a member's profile, showing a list of recorded health metrics over time ## Overview Medical observations allow you to track important health metrics for your members over time providing a comprehensive view of their health status and history. ## Recording Medical Observations The create observation dialog showing the observation type dropdown and data entry fields When you need to record a new medical observation: ## Viewing Observation History To review past medical observations: ## Types of Medical Observations We support comprehensive tracking of vital health metrics including: * Height * Weight * Temperature * Heart Rate (Post Exercise) * Heart Rate (Resting) * Systolic Blood Pressure * Diastolic Blood Pressure * Seizure dates * Blood sugar/glucose levels * Bowel movements * Urinary elimination * Food intake * Fluid intake ## Capturing Event-Based Observations with Quick Forms For health events tracking events that are scheduled, or happen in the moment, like a seizure, a blood pressure reading, or a bowel movement, Quick Forms offer a fast, lightweight alternative. Quick Forms are fully customizable, allowing organizations to build templates tailored to the specific data they need to track. Quick Forms are not tied to a service record or end-of-day note, making them ideal for staff to log important health details as they occur. Common health-related Quick Forms include: * Seizure episodes * Blood pressure checks * Bowel movements * Menses tracking * Meal and fluid intake entries # Medication Tracking (eMAR) Source: https://help.kibu.com/documentation/medication-tracking Track member medication intake digitally through our electronic medication administration record (eMAR) system. The eMAR page inside a member's Medical tab, showing a monthly calendar grid of medication administration records The electronic Medication Administration Record (eMAR) system provides a comprehensive digital solution for tracking medication intake. This intuitive interface allows caregivers to maintain detailed records of medication administration for each member. ## Recording a Medication Administration The medication administration screen listing scheduled and missed medications ready to be recorded To record that a medication has been given: For PRN medications, you can administer multiple at once. * A photo of the medication for visual confirmation (if one has been added) * Side effects to monitor * Administration instructions Always verify you have the right medication and the right member before confirming. All medication information including images, side effects, and instructions can be added or edited in the pharmacy section of each member's profile. Learn more about managing medications in the [Pharmacy Page](/documentation/pharmacy). The medication administration record will be automatically added to the member's eMAR and available for immediate viewing. On the eMAR page, you can: * View a calendar-style interface showing medication records for each day of the month * Track multiple medications per member with specific administration times * Record the status of each medication administration * Send notifications to staff members ## Administration Statuses For each medication administration, you can mark one of the following statuses: Medication was given as prescribed. Medication was given but with some deviation. Medication was not given. When marking a medication as "Administered Incorrectly" or "Not Administered", you can: * Document the reason for the deviation * Add detailed notes about the situation * Complete a medication incident report if required If a medication administration was logged by mistake, it can be deleted. Only administrators can delete eMAR entries. To request a correction, contact your organization's administrator. ## Scheduled and PRN Medications Medications are organized into two separate tabs: Medications given on a regular, time-based schedule. Medications given as needed. Switch between the tabs in the "Care Tasks" tab to view and record each type. A dedicated PRN table also appears on each member's eMAR page, so you can always see which PRN medications have been administered. ## Recording a Missed Medication If a medication was not documented on the correct day and needs to be added after the fact: Administrators can also update MAR records for medications that have since been marked as inactive, for example, to correct a record from before a medication was discontinued. Contact your administrator if you need help with a past record. ## Tracking Medications from Care Tasks Scheduled medications and PRN medications can both be tracked directly from a member's **Care Tasks** page, you do not need to navigate to the Medications section to log either. To get there, open the member's profile and select the **Care Tasks** tab. ## Medication Error Reports If your organization has a Medication Error Report form set up, you can log an error directly from the MAR. If you don't have one yet, contact [support@kibu.com](mailto:support@kibu.com) and the Kibu team will help you get it added. Once your form is in place, there are two ways to file a report: Click on any dose that was administered incorrectly and select **Create Medication Error Form**. This will take you directly to the report. ## Monthly Reports The eMAR system makes it easy to generate and download monthly medication tracking reports: * Export comprehensive monthly records for each member * Include all administration statuses and notes * Generate reports in an excel sheet format for record-keeping * Share reports with healthcare providers or administrators as needed This digital tracking system ensures accurate medication administration records while simplifying the documentation process for caregivers. ## Viewing Upcoming Medications On a group page, under the care tasks tab, the medication tracking view shows upcoming scheduled medications for each group, so staff can see what is due before it comes up. Upcoming and missed medications appear together in the same view when you open the MAR. This helps you plan ahead and make sure nothing is missed during a busy shift. # Member Profiles Source: https://help.kibu.com/documentation/member-profiles Clean Shot 2026 06 12 At 18 31 19@2x Every member in Kibu has their own profile: a central place where staff and administrators can find everything relevant to that individual's care in one view. *** ## What's on a Member Profile A member's profile homepage brings together the most important information about that person at a glance: Name, preferred name, date of birth, etc. A short description of the member to help staff get to know them. This also includes information about Hobbies & Interests, Dislikes, Favorite and Challenging relationships, and Tips & Guides for how to best support them. These sections are preset by Kibu. These are the sections that your organization can create based on your individual needs. You can create custom member detail fields here in the about section. This is where you can input detailed structured information on diagnoses, medical requirements, allergies, dietary, and other significant medical information. Contact information for guardians and family members. *** ## Opening a Member Profile To open a member's profile: *** ## Profile Tabs A member's profile is organized into tabs: Overview of key information and recent activity. More detailed key information, and where the profile is edited. A list of the groups that member is a part of. Current plans, goals, and progress tracking. Documents and attachments specific to this member. Health observations, and the medication list. eMAR reports, plus data on all quick form entries. Reports on attendance, time tracking, service record reports, forms, and quick forms. A running log of all quick notes submitted by staff. *** ## Updating Profile Information Administrators and supervisors can update a member's profile at any time: *** ## Profile Photos To add or update a member's profile photo: To remove a profile photo, click the three dots and select the remove option. *** ## Emergency Contacts Emergency contacts can be added or updated at any time. For each contact, you can record: * First and last names * Phone number, email, address * Relationship * Whether the contact is a payee To add or update an emergency contact: ## New Identifiers Administrators can add new identifiers to a member's profile, such as Social Security numbers. # Note Templates Source: https://help.kibu.com/documentation/note-templates Kibu allows your organization to create custom documentation forms that staff complete as part of daily service records. These forms let you capture exactly the information your organization needs for compliance and care planning. Note templates are managed by Kibu's support team on your behalf. You cannot edit them directly in the app, but this page will help you understand what's possible so you can come prepared when requesting changes. To request a new template or make changes to an existing one, email [support@kibu.com](mailto:support@kibu.com). ## Where to Find Note Templates Go to **Settings** and select the **Note Template** section to view your organization's current templates. From here you can review what's in place, print blank forms, and see how templates are structured, but edits must be requested through Kibu support. Clean Shot 2026 07 10 At 13 48 34@2x ## Planning Your Template Before reaching out to support, it helps to know what question types are available and how they work. Use the sections below as a reference when deciding what you'd like your template to include. ### Question Types When building a template, you can choose from these question formats: A simple binary question (e.g., "Did the member participate?") Staff choose one answer from a list. Staff can choose multiple answers. A brief written response. A detailed observation. A numeric entry (e.g., minutes of activity). A specific date. A specific time. Both date and time in one field. A start time and end time captured together. A repeating table of entries (see below). ### Conditional Questions Conditional questions only appear when a staff member selects a specific answer to a previous question. This keeps forms simple, staff only see the questions relevant to what they're documenting. **Example:** If "Did the member participate?" is answered "No," a follow-up asking for details won't appear. If answered "Yes," a text field asking for more information will automatically show up. ### List Questions and Table View List-type questions can be entered in a table view, making it easy to add multiple rows of data in an organized format, which is useful for tracking repeated entries like meals or activities throughout the day. ## Template Versioning When a template is updated, all past service records continue to show the version that was in use when they were originally completed. Your historical records always reflect the documentation requirements that were in place at the time. ## Printing Blank Forms If your organization needs to document on paper, for example, during a technology outage, you can print a blank version of any form template to fill out by hand. Data can be entered into the system later. To print a blank form: # Notification Center Source: https://help.kibu.com/documentation/notification-center Clean Shot 2026 07 09 At 12 31 02@2x The Notification Center keeps staff and administrators informed about important events without needing to check manually. Notifications appear in the app and can also be sent by email. ## Finding the Notification Center Look for the bell icon in the navigation bar. Click it to open the Notification Center and view your recent notifications. The Notification Center is available on both the web platform and the Kibu mobile app. Clean Shot 2026 07 09 At 12 32 36@2x ## What Triggers Notifications Kibu sends notifications for the following events: A scheduled medication was not recorded as administered. A medication was logged as given incorrectly. A notification is sent every time a specific Quick Form is submitted. A scheduled Quick Form was not completed in time. ## Setting Up Notifications Notifications are managed in **Settings → Notifications**. The page is divided into two tabs: **eMAR** and **Quick Forms**. Each tab controls notifications for that category independently. On the left side of the page, you will see: Subscribers here receive notifications for all members across every group. Select a specific group to configure notifications only for members in that group. This means you can have different people subscribed at the organization level versus the group level, giving you fine-grained control over who gets notified about what. Clean Shot 2026 07 09 At 12 34 46@2x ### Subscribing Someone to Notifications You can subscribe users one at a time or in bulk. For Quick Forms, you can select **On Submission** (for specific forms) and/or **Missed** (for scheduled forms that were not completed). ### Quick Form Notification Types When subscribing someone to Quick Form notifications, you choose from two trigger types: Notifies the user every time a specific Quick Form is submitted. You can select which forms trigger this. Notifies the user when a scheduled Quick Form was not completed. You can select which scheduled forms trigger this. ### eMAR Notification Types When subscribing someone to eMAR notifications, you choose from: A medication was logged as given incorrectly. A scheduled medication was not recorded as administered. ## Email and In-App Notifications Notifications are delivered in two ways: Appear in the bell icon in the navigation bar. Sent to the user's registered email address. # Initial Documentation Setup Source: https://help.kibu.com/documentation/onboarding-guide Set up your organization and begin your Kibu Journey. Clean Shot 2026 07 09 At 11 55 39@2x 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. To get started head to settings. *** ## Documentation Platform Setup Now that your groups are created its time to add your other admins and staff. From here, you will see a table where a roster of your staff members will live. It is important to assign appropriate permissions based on their role. You can review the permissions list under the Roles tab. For example: day habilitation, residence, etc. Once you press "Invite" 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. Perfect for adding multiple staff members efficiently, particularly for larger organizations. Select the **Bulk Staff Upload** button to begin. Download the excel sheet template. Open the template and fill in staff information: * First and last names * Email address * Names of the groups they should be assigned to * Role (Permission level) Click the bulk upload button and select or drag and drop your file. Press the upload button. The system will notify you of any missing required information. Review our [Staff Permissions & Roles](/documentation/staff-permissions) guide, located under documentation, to understand which role best fits each staff member's needs. Adding members can be found under the Users & Access tab in Settings - Members. You have two options for adding members to Kibu: Add members one at a time and immediately select the groups you wish to assign them to. Select the **Add Members** button to do so. You can also add members by using bulk upload. Please download the template, add the information of your members and upload the document again. Perfect for adding multiple members efficiently, particularly for larger organizations. Select the **Bulk Member Upload** button to begin. Clean Shot 2026 07 09 At 12 00 46@2x Download the excel sheet 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 Click the bulk upload button and select or drag and drop your exported file. Press the upload button. The system will notify you of any missing required information. **Your All Set!** First and last names as well as the group assignment. You have completed the initial setup for your organization. Here are the next steps to continue making the most of Kibu: Set up personalized goals and track progress for your members to ensure meaningful outcomes and growth. Customize your groups with specific documentation requirements, schedules, and service types to streamline operations. # Documentation Overview Source: https://help.kibu.com/documentation/overview Overview of Kibu documentation and resources Clean Shot 2026 07 09 At 11 50 25@2x Documentation in Kibu is a comprehensive system that enables organizations to track, manage, and maintain records of member care, health, activities, and progress. Our platform integrates daily service documentation with health tracking, goal management, and collaborative tools to ensure complete and compliant care delivery. ## Core Documentation Features Complete daily documentation system with digital service tracking and time logging, member attendance and activity tracking, Quick Notes for easy real-time documentation, and a comprehensive audit trail. Integrated health tracking suite including medical observations tracking, Electronic Medication Administration Records (eMAR), pharmacy management, and health event monitoring. Comprehensive goal tracking system with a custom goal builder, point-based progress tracking, standardized response options, and goal copying and sharing. Organizational structure tools including customizable group settings, role-based access control, service-specific documentation requirements, and multi-group member assignment. Intelligent documentation support via Clara AI for report generation, Magic Pen for service record completion, speech-to-text documentation, auto-translation capabilities, and grammar and spelling assistance. Data-driven insights including member engagement tracking, goal progress analytics, service delivery metrics, compliance monitoring, and custom report generation. ## Key Benefits Real-time collaborative documentation across your entire team. Streamlined compliance management and complete audit readiness. Less time on paperwork means more time focused on member care. Enhanced care coordination across staff, groups, and members. Analytics and reporting tools that turn documentation into insight. Complete records always ready for review or reporting requirements. ## Role-Based Access Documentation access is managed through a comprehensive role system. [Learn more about Roles & Permissions →](/documentation/staff-permissions) Basic documentation and member care. Enhanced management capabilities. Full organizational control. System-wide access. # Pharmacy Page Source: https://help.kibu.com/documentation/pharmacy Manage and track all medications a member takes regularly or may need in specific situations, including dosage details, photos, and administration records. The Medications page inside a member's Medical tab, showing a list of active medications with details and tracking options The Pharmacy page, located under the Medical tab of each member's profile, is where you manage and track all medications a member takes regularly or may need in specific situations. To access it: ## Adding a New Medication To add a new medication for a member: ### Medication Information When adding a medication, you can specify the following details: Name of the prescribed medication. Prescription identification number. Name of the doctor who prescribed the medication. Amount of medication to be administered. Notes about how the medication should be given, such as whether it should be taken with food, how to prepare a dose, or any special handling requirements. Choose between: * Over the counter * Supplement Set as either: * Active * Inactive Method of administration (e.g., oral, topical, injection). Set specific times and frequencies for medication administration. Document the reason for the medication. List potential side effects to monitor. Any other relevant information about the medication. ## Medication Tracking Once a medication is added: * It becomes available for tracking for that specific member * Appears on the member's eMAR (Electronic Medication Administration Record) when an administration is tracked * Can be monitored and updated as needed ## Managing Multiple Medications There is no limit to the number of medications you can add for each member. This allows you to: * Track all necessary medications in one place * Maintain an accurate record of both regular and as-needed medications * Ensure proper medication administration and tracking You can always edit or remove a medication in the pharmacy page if needed. ## Medication Photo You can upload a photo of the medication bottle or label when adding or editing a medication record. This photo will appear on the administration screen when staff record a dose in the MAR, helping them visually confirm they have the right medication before administering it. To add a photo: Medication Photo ## Downloading a Medication List A member's complete medication list can be downloaded as a PDF. This is useful for sharing with healthcare providers, including in care plan documentation, or keeping on file. To download the medication list: Download Meds ## Removing a Medication If a member is no longer taking a medication, you can remove it from their active list without permanently deleting the record. Removing a medication hides it from the active view while preserving all historical administration data. To remove a medication: If you need to permanently delete a medication record, contact [support@kibu.com](mailto:support@kibu.com). ## PRN Medication Dates For PRN (as-needed) medications, you can set a start date and an end date to indicate when the medication may be administered. Once the end date has passed, the medication will appear as expired. Expired PRN schedules remain visible in the interface so you can reference past records. They simply cannot receive new administration entries. # Quick Forms Source: https://help.kibu.com/documentation/quick-forms Clean Shot 2026 07 09 At 12 16 27@2x Quick Forms are a structured way to collect recurring health and daily living data for your members. Rather than tracking these observations through daily service records, Quick Forms give you a consistent format that is easy to complete and easy to review over time. *** ## Why Use Quick Forms? Quick Forms are designed for information that doesn't fit neatly into a service record or daily note. They give your organization a consistent, repeatable way to capture health observations, daily living data, and incidents the moment they happen, without relying on staff to remember details later. Here are some of the reasons organizations use Quick Forms: Log something the moment it occurs, like a seizure or a blood pressure reading, rather than waiting until end-of-shift notes. Record as-needed events such as behavioral incidents, health checks, or inventory with a structured format every time. Some Quick Forms can be completed for multiple members at once, making it efficient for staff working with a group. Because every entry is timestamped and tied to a member, administrators can review data over time in table or graph format to spot patterns. Forms can be set to appear automatically on a recurring schedule: daily, weekly, monthly, or custom patterns like every third Tuesday, so routine documentation never gets overlooked. Each entry is automatically linked to the member and records the date and time it was completed. *** ## Creating a Quick Form Administrators can build Quick Forms directly in Kibu using the visual form builder. No technical knowledge needed. To create a Quick Form: Once created, the form is available to staff for data entry.