Minikai is designed to support care work that is personal, regulated, and collaborative. 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, groups, 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, managers, and administrators.

Each user has their own login and a role that controls what they can see and do. This means people only access the information they need to do their work. Learn more about roles and permissions →

Groups let you organise which users can see and interact with specific Minis. A group might represent a house, a program, a region, or a team.

Members can only see Minis in groups they belong to. Admins and Creators can see all Minis in the workspace, regardless of group membership. Learn how to create a group →

A Mini is a person-centred AI agent for someone in your care — a resident, a client, a participant. Each Mini is focused on one individual and works only with the records you provide 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. Minis do not access information outside the person they are assigned to. Learn more about what a Mini is →

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

Workspace Agents follow the same permission rules as the rest of Minikai — users only see information they already have access to. This feature is being rolled out progressively; if you don't see it in your workspace yet, it's on its way.

Records are the documents and notes stored against 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.

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, organised into groups that control who can see what. Each person in your care has their own Mini, which draws on their records to support your team. The Workspace Agent helps with tasks that span across people and groups. 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.