ℹ️ Good to know: Minikai is browser-based, so there's nothing to install. You can access it from any device with a supported, up-to-date web browser and an internet connection.
How sign-in works
You access Minikai using a secure account created by your organisation. Each person has their own login, so activity can be traced, audited, and managed appropriately.
Depending on how your organisation is set up, you'll sign in one of two ways:
With a Minikai account. You use your work email address with a password, a passkey, or a one-time code sent to your email. Multi-factor authentication is always required, and is covered below.
With Single Sign-On (SSO). You use your existing work credentials, and your organisation's identity provider handles sign-in, including its own multi-factor rules.
Once signed in, you only see the information and tools your role allows. This means people can do their work without being exposed to information they don't need. Learn more about roles and permissions →
If you leave an organisation or change roles, access can be updated or removed without affecting anyone else.
Multi-Factor Authentication (MFA)
Care records are some of the most sensitive information an organisation holds, so MFA is always on for accounts that sign in to Minikai directly. It is not optional and there's no setting to turn it off. MFA asks for a second form of verification alongside your password, so a stolen or guessed password on its own is never enough to reach a person's records.
What that looks like depends on how you sign in:
Email and password, or a one-time code. You'll set up an authenticator app the first time you sign in, then enter a six-digit code from it each time you sign in after that.
Passkey. A passkey already counts as two factors, because it lives on your device and you unlock it with your fingerprint, face, or device PIN. You won't be asked for a separate code.
Single Sign-On. Your identity provider handles multi-factor authentication under your organisation's own policy, so there's nothing extra to set up in Minikai.
Setting up your authenticator app
This takes a minute or two and you only do it once. You don't need to be an Admin, and there's nothing to buy.
Install an authenticator app on your phone if you don't already have one. Microsoft Authenticator, Google Authenticator, Authy, and the authenticator built into most password managers all work.
Sign in to Minikai as usual. You'll be taken to a screen showing a QR code.
Scan the QR code with your authenticator app. If you can't scan it, enter the setup key shown on screen instead.
Enter the six-digit code your app displays to confirm the setup, and you're in.
⚠️ Use a device you'll still have tomorrow: your authenticator app is tied to the device you set it up on. If you lose that device, or reset your phone without moving your authenticator across, you won't be able to sign in until your second factor is reset. See "Good to know" below for how to get that done.
Tips for a smooth sign-in
Codes work offline. Your authenticator app doesn't need mobile signal or wi-fi, so it still works in a home visit or a building with poor reception.
If a code is rejected, wait for the next one. Codes refresh every 30 seconds, and one that has just expired will be turned away.
Consider a passkey on the device you use most. If you sign in from the same laptop or phone each shift, a passkey means signing in with your fingerprint, face, or PIN instead of typing a code.
ℹ️ Good to know: If you get a new phone or lose access to your authenticator app, ask your Admin to raise it with us, or message us from this Help Centre page if you can't get into the app. We'll reset your second factor so you can set it up again on your new device.
Admins who'd rather manage sign-in through their organisation's own identity provider can connect it to Minikai, and multi-factor authentication is then governed by the policies you already have in place. Setting up SSO and Directory Sync →
Terms of Service and Privacy Policy
When you first sign in, or when our terms are updated, you'll be prompted to review and accept the Minikai Terms of Service and Privacy Policy. This step ensures transparency about how your data is handled and must be completed before you can continue using the platform.
The prompt will appear automatically. Review the terms and click Accept to proceed. If you have questions about the terms, contact your Admin or message us.
What devices can I use?
Minikai works on:
Desktop and laptop computers
Tablets
Smartphones
As long as you have a supported, up-to-date web browser and an internet connection, you're good to go. This flexibility supports real-world care work, whether you're in an office, working remotely, or supporting people in the community.
💡 Tip: For the best experience, use the latest version of Chrome, Safari, Edge, or Firefox. If something doesn't look right, try clearing your browser cache or updating your browser.
Need help?
If you're having trouble signing in, check with your Admin first, as they can verify your account and role. You can also message us through the Help Desk in the app or on this page, and we're happy to help.