🔒 Permissions: Only Admins can invite new users, change roles, or remove users from the workspace. Learn more about roles →
Adding people to your workspace is how you give your team access to Minikai — and to the Minis they'll be working with. This guide covers how to invite new users and manage existing ones.
When to use this
You're onboarding new staff and need to give them access to the workspace.
Someone's role has changed and they need different permissions.
A team member has left the organisation and you need to revoke their access.
How to invite a user
Click your workspace name at the top-left of the sidebar to open the dropdown menu.
Select Workspace Admin.
In the left sidebar under People, click Users. You'll see a list of all users, their roles, and when they were last active.
Click the Invite user button (top-right).
Enter the person's email address.
Choose a Role from the dropdown — see User roles and permissions for details on each role. The default is Member.
Click Invite.
The invited person will receive an email with a link to complete their account setup. Until they accept, they'll appear in your user list as "Invited." Once they accept, their status changes to their assigned role.
⚠️ Check the email address carefully: The invite link is tied to the exact email address you enter. The user won't be able to log in with a different one. If you need to change it, you'll need to remove the invite and send a new one.
💡 Tips: Not sure which role to choose? Start with Member (the default) and upgrade later if needed — it's easier to add permissions than to remove them. Remember that Members won't see any Minis until they're added to a group, so plan your groups before or shortly after inviting new staff.
Managing existing users
To view or change a user's role, or to remove them from the workspace:
Open the Workspace Admin from the workspace dropdown.
Click Users in the left sidebar.
Find the user — you can search by name or email, or filter by role using the All dropdown.
Click the ⋯ menu next to the user to change their role or remove them.
⚠️ Removing a user is immediate: Once you remove someone, they lose access to the workspace straight away — including all Minis, records, and chat history. Their past activity (records they created, etc.) is kept in the workspace, but they can no longer log in.
ℹ️ Good to know: When someone leaves your organisation, removing their Minikai access should be part of your offboarding process — just like revoking building access or returning keys. Prompt removal protects the people in your care.
Need help?
Not sure which role to assign, or having trouble with an invite? Ask your Workspace Admin or message us — we're here to help.