Cubigo User Management Guide (Admin & Staff)

A unified, streamlined guide for managing users, profiles, roles, and resident data in Cubigo.

Table of Contents

1. Core Concepts
2. Managing Users
3. Profile Details & Resident‑Specific Features
4. Resident Profile 360 Overview

1. Core Concepts

User Types in Cubigo

Cubigo organizes users into three main groups:

• Residents
• Contacts (family, prospects, guests, volunteers, providers)
• Team Members (admin, staff, service‑specific staff)

Roles & Permissions

• Admins have full access to User Management and all profile sections.
• Staff have limited access (Overview, Challenges, Notes).
• Service‑specific staff (Dining, Activities, Maintenance, etc.) can access only their service areas.
• Other staff (front desk, volunteers, nursing) can create requests but cannot access back‑office management.
• Residents have IL, AL, SN or MC roles to support targeted content.
• Contacts (family, guest, prospect, volunteer) have limited visibility.
• Committee Chair is a special account created by Cubigo for Residents to upload content to the Committee's Cube.

Profile Structure

Every user profile includes:

• Overview
• Account
• Personal
• Connections
• Preferences
• Challenges
• Privacy
• Absence
• Notes

Admins can edit all sections; staff have limited access.

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2. Managing Users

Adding Users to the Community

Individual User Creation

1. Go to User > Contacts / Residents / Team Members.
2. Click Add User.
3. Complete required fields (First Name, Last Name, Role).
4. Add an email if the user will log in.
5. Select Send Invite Mail if needed.
6. Save.

Email Rules

• Emails must be unique.

• Duplicate emails block creation.

  

• If no email is provided, Cubigo generates a dummy address.

PCC Communities

Residents cannot be created manually; they sync from PCC.

Adding a Batch of Users (Import)

1. Download the Excel template found at the bottom of this article.
2. Fill in the Import worksheet.
3. Follow formatting rules in the Examples worksheet.
4. Upload the file.

Notes:

• Required fields include FirstName, LastName, Email, Gender, Role, CultureCode.
• Duplicate emails stop the import.
• Existing users are not overwritten.

Searching, Filtering & Finding Users (Including UUID)

You can search by:

• Name
• Email
• Phone
• Role
• Residence number

Finding the UUID

Open the user profile → the UUID appears at the end of the URL.

UUIDs allow staff to reference users without sharing PHI.

Editing User Information

Admins can edit all profile sections. Staff can edit:

• Overview
• Challenges
• Notes

PCC‑Managed Fields

Not editable in Cubigo:

• First/Last name
• Birthdate
• Phone
• Address
• Gender
• Move‑in date
• Dietary preferences (if mapped)

Reactivating an Inactive User

1. Go to User Management.
2. Clear all filters.
3. Search for the user.
4. In the Action column, select Activate.
5. Confirm the status change.

Inactive users cannot log in or be selected for requests.

Managing Move‑In / Move‑Out

In Account > Community:

• Set move‑in date
• Set move‑out date
• Select move‑out reason
• Add notes

PCC communities cannot edit these fields in Cubigo.

Exporting User Lists

From any user grid:

1. Filter users.
2. Click Export.
3. Choose PDF or Excel.

Exports include:

• Name
• Email
• Birthdate
• Phone
• Role
• Provider type
• Team member code
• Invite code (if Visit cube active)

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3. Profile Details & Resident‑Specific Features

Dietary Preferences

Located under Preferences > Dining:

Fields include:

• Allergies
• Diets
• Preferences
• Notes

Dining POS Behavior

If preferences exist, servers see a Dining Preferences! alert.

Resident Editing

Disabled by default; can be enabled at the community level.

Birthdays

Entering Birthdates

Enter full birthdate (MM/DD/YYYY) in Personal.

Digital Signage Settings

In Account > Birthday Notification, choose:

• Do not share
• Share birthday only
• Share without age
• Share with age

Resident Directory Visibility

Controlled in Privacy. Full birthdate always displays if visible.

Birthday Exports

From User > Residents or Team Members > Export:

• Birthday calendar this month
• Birthday calendar next month

Exports in Word format.

Privacy Settings

Residents can control:

• Whether their profile is visible
• Which fields are visible

Contacts and external users do not have a privacy tab.

Charges Overview

An overview of all billable requests that a user has requested is shown in their profile under a new tab "Charges". This overview contains all:

4. Resident Profile 360 Overview

A dashboard summarizing:

• Engagement
• Dining activity
• Service requests
• Visits
• Charges
• Trends

Dashboard Structure

The Resident Profile 360 is divided into three main sections:

1. Left Panel: Profile Data

This section provides a summary of the resident’s essential profile data, allowing for quick access to the most important details. Each section can be opened to view additional information or make adjustments as needed. This panel includes five key icons:

• View Email
• View Cellphone/Landline
• View Biography Section
• View Connections
• View Notes & Tasks

In addition to these icons, the profile data is divided into three key sections:

• Characteristics: Personal challenges such as mobility aids or other difficulties.
• Dining Preferences: Insights into the resident’s dining preferences.
• Interests: An overview of the resident’s key interests.

2. Right Upper Panel: Service Cards

The upper-right section of the dashboard consists of cards for the resident’s main services. These cards give a quick overview of their activity in each category:

• Activities: Displays the number of activities the resident attended, tracked via attendance. Clicking on this card opens a side panel with a list of all activities the resident is involved in, including attendance details. Future activities can also be viewed by using the filter.
• Dining: Shows the meals consumed by the resident, including both in-suite dining and POS. Clicking the card provides a detailed list of the resident’s dining requests.
• Visits: Lists the number of visits the resident has received, based on signed-in visit requests. The side panel provides a complete list of visit requests for the resident.
• Charges: Summarizes all resident’s charges, including any refunds. Clicking the card will navigate to the charges section where they can be viewed in detail.

Each service card also displays percentage trends, showing any relative increase or decrease in activity compared to the previous period.

3. Right Lower Panel: Request Service Cards

This section provides a card for each service, tracking the number of requests made by the resident. 

The percentage trends on each card show the relative increase or decrease in requests compared to the same period before. Each card can be clicked to open a side panel with a detailed list of the resident's requests. 

For services Transportation, Wellness, Concierge, and Table reservations the requests are counted on the day of execution for better tracking of service usage.

Trends

The Profile 360 dashboard also offers several trend visualizations to help staff understand the resident’s engagement and service use over time:

Activities Trends

• Participation: Based on attendance tracking, this trend shows the resident’s participation in community activities.
• Engagement: Reflects the resident's overall level of engagement, calculated from attendance data.
• Favorite Activities: Displays the resident's most frequently attended activities.

Dining Trends

• Eat-In vs. Takeaway: A stacked bar chart that shows the resident’s preferred dining method, whether dining in or take-away meals.
• Ordered Items: A list of the resident’s most frequently ordered items.

Visits Trends

• Received Visits: Tracks the number of visits the resident has received over time, giving insights into their social interactions.

Other Service Trends

This section highlights trends in service requests across various categories, showing how frequently the resident engages with services like maintenance, housekeeping, or concierge. The trend data helps staff identify changes in the resident’s service usage over time.

Date Ranges

The Profile 360 offers multiple time ranges for trend data:

• Last 7 Days: Reflects the last completed 7 calendar days.
• Last 4 Weeks: Displays data for the last completed 4 calendar weeks.
• Last 6 Months: Shows data for the last completed 6 calendar months.

The filtered date range for the trend data is always visible at the top of the dashboard.

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