Minikai is a system of support for care teams. It is built on person-centred AI: every person your organisation supports gets their own Mini, a digital advocate with a holistic understanding of their needs and history. Minikai is designed to support care work that is personal, regulated, and collaborative, so understanding a few core concepts will help you navigate the platform with confidence.

A workspace is the secure environment where your organisation uses Minikai. It contains your users, Minis, records, and settings, everything your team needs to do their work.

Each workspace is isolated. Data does not move between workspaces unless explicitly configured, and every action within a workspace is logged.

Users are the people who have access to your workspace: support workers, coordinators, clinicians, therapists, managers, and administrators.

Each user has their own login and a role that controls what they can see and do. There are two roles: Admin, who can manage workspace settings, labels, and permissions and has full access to all Minis and records; and Member, whose access is determined by the labels they have been given. This means people only access the information they need to do their work. Learn more about roles and permissions →

A Mini is a person-centred AI agent, a digital advocate for someone in your care: a resident, a client, a participant. Each Mini is focused on one individual and works only with the records connected for that person.

You interact with a Mini through natural conversation, typing or speaking. A Mini can help you:

Every response includes citations linking back to the source records, so you can always verify the information. A Mini does not access information about anyone other than the person it represents. Learn more about what a Mini is →

Access in Minikai is managed through Fine-Grained Access, which uses Labels rather than the older Groups system. Labels let an Admin control access at both the Mini level (for example, by house, program, location, or service type) and the individual record level (for example, Progress Note, Assessment, or Sensitive).

Members see only the Minis and records their labels allow. Admins have full access across the workspace. This gives your organisation precise control over who can see what, while keeping day-to-day work simple for each person. Learn more about Fine-Grained Access →

While each Mini is focused on a single person, the Workspace Agent works across your workspace. It can help with tasks that span multiple people, for example identifying trends across your service, pulling together information for reporting, or answering operational questions that don't belong to one individual.

The Workspace Agent follows the same access rules as the rest of Minikai: you only see information you already have permission to see. Learn how to use the Workspace Agent →

Records are the documents and notes connected to a person's Mini, things like care plans, progress notes, assessments, incident reports, and forms.

Records provide the context a Mini draws on when answering your questions. The more complete and current the records, the better a Mini can support you. You can view all of a person's records on their timeline.

Records can also be linked to one another, for example marking a note as superseding an earlier one or as a duplicate, so you can follow how information has evolved over time. Linked records show up wherever you view the record they're connected to.

Skills are workspace-level building blocks that shape how a Mini helps with a specific kind of task, for example drafting a particular type of note in the right format. Workspace Admins create and manage skills from Workspace Admin, and a Mini draws on a relevant skill automatically when you ask for something it covers.

Data is the underlying information that powers everything in Minikai: the content of records, system activity logs, and configuration details.

Your data stays within your workspace and is handled in line with Australian and New Zealand privacy requirements. Minikai does not use your data to train public AI models, and you remain in control of who can access it. Learn how Minikai keeps your data safe →

Your workspace belongs to your organisation. Users work inside the workspace, each with a role and a set of labels that control what they can see. Every person in your care has their own Mini, a digital advocate that draws on their records and relevant skills to support your team. The Workspace Agent helps with tasks that span across people. All data is securely stored and governed throughout.

If you have questions about any of these concepts, message us through the Help Desk in the app or on this page. We're here to help.