User Management

This article guides Kibu Admins on user management, explaining what “Members” and “Admins” are, and the concept of Staff Groups.

What are Users?

In Kibu, a user is a human being who is either receiving or providing services. A user is classified as a Member or an Admin:

• A Member is an individual receiving services from your organization.

• An Admin is any employee in your organization that intends to log into Kibu. Admins have varying roles within the platform:

  • Super Admin: A Super Admin creates the organization and has exclusive rights to billing. They have access to all features, plus the ability to manage users and organization settings. If you need multiple admins to control billing, please contact [e-mail].

  • Admin: An Admin has all the same permissions as a Super Admin but without billing controls.

  • Supervisor: A Supervisor has access to see all users and features but cannot invite users or control organization settings.

  • Staff: A Staff role has access to all of Kibu’s features with restrictions. They can take notes, attendance, and update information on Members whom they’ve been given access to in Staff Groups.

  • Instructor: An Instructor is only able to create and host live classes within their organization. They do not have access to any other data or controls.

  • IT : An IT role allows an admin to control organization configuration settings but does not have any access to Member data.

Role	Manage Billing	Manage Users	Org Settings	View/Record Member Data	Host Live Classes	Content Library
Super Admin	✅	✅	✅	✅	✅	✅
Admin	❌	✅	✅	✅	✅	✅
Supervisor	❌	✅ (view only)	❌	✅	✅	✅
Staff	❌	❌	❌	✅ ()	✅	✅
Instructor	❌	❌	❌	❌	✅	✅
IT (coming soon)	❌	✅	✅	❌	✅	✅

Tip: The majority of your team will likely have the “Staff” role. Those who have the added responsibility of managing “behind-the-scenes” activities, like user management, billing, and settings, should be granted the “Admin” role.

Managing Admins

Adding an Admin

To create a new Admin in Kibu, follow these steps:

1. Navigate: Go to the Users tab, which is a tab in your Dashboard Settings page.

2. Create: Click the “Add Admins & Staff” button in the Admins & Staff box.

3. Enter Details

   1. First name

   2. Last name

   3. Email

   4. Admin Type - Be sure to select the proper admin type for the given admin.

4. Add: Click “Add” to add the user

Updating an Admin

1. Search: Search for the user whose name or role you would like to update.

2. Navigate: Go to the user's "About" tab.

3. Edit: Assuming you have a higher privilege than the user in question, you may click the "Edit" button to adjust their information.

4. Save: Click "Save" to confirm your updates.

Removing an Admin

1. Navigate: Go to the Users tab, which is a tab in your Dashboard Settings page.

2. Identify: Identify the Admin you wish to delete in the Admins & Staff box.

3. Delete: Click the “…” icon next to the Admin and click “Remove Admin”.

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Managing Members

Adding a Member

To create a new Member in Kibu, follow these steps:

1. Navigate: Go to the Users tab, which is a tab in your Dashboard Settings page.

2. Create: Click the “Add Members” button in the Members box.

3. Add Member(s):

   1. To add a single Member, simply provide their first name, last name, and email (optional). Once filled, click “Add”.

   2. To add many Members at once, download our Add Individuals CSV Template and upload it to this form. Once uploaded, click “Upload”.

Updating a Member

To update basic details about a Member, such as their name, email, and DOB, follow these steps:

1. Navigate: Go to the Users tab, which is a tab in your Dashboard Settings page.

2. Select: Click on the name of the Member you’d like to update. This will direct you to the Member’s profile page. Navigate to the “Profile Info” tab.

3. Update: In “Basic Info,” click the “Edit” button. Update the first name, last name, and email of the Member. Here, you may also update their date of birth and address.

4. Save: Click “Save” to save changes.

Tip: There’s a lot more to do for a Member on their profile page, like adding medical history, creating life plans, and storing files! To learn more about Member profiles, see Users in our Dashboard Overview.

Removing a Member

1. Navigate: Go to the Users tab, which is a tab in your Dashboard Settings page.

2. Select: Click on the name of the Member you’d like to delete. This will direct you to the Member’s profile page.

3. Delete: Click the trash can icon in the top-right corner.

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User Management FAQ

Does the number of Members and Admins affect my billing?

No. Kibu customers are typically charged on the amount of member and admin seats purchased. The Super Admin is responsible for purchasing and managing seats. Adding and removing users from the Settings page has no impact on seat count, thus, it does not affect your billing.

What will happen if I remove a Member or Admin that has data associated with them?

Kibu does not permanently delete any data about a member or admin- except upon explicit request. If you wish for Kibu to permanently remove data from our database, reach out to us at [e-mail].