If you've been keeping notes in a spreadsheet — whether that's care records from a previous system, a handover log, or something you've been tracking manually — you can bring them into a Mini's timeline in one go, rather than re-entering everything by hand.

Common situations:

Your spreadsheet needs columns for at least three things:

You can include extra columns too, like a separate Time column. Minikai will let you map each one during the import.

Supported file types: CSV (.csv) and Excel (.xlsx)

In Workspace Admin, go to the Minis page and find the Mini you want to import records into. Click the three-dot menu (⋯) on the right side of their row, then select Import records from spreadsheet.

The import walks you through four steps: Upload → Mapping → Review → Import.

Drag and drop your file into the upload area, or click to browse your computer. Once your file appears, you'll see its name and size. Uploaded the wrong one? Click the ✕ next to the filename to remove it and try again.

Click Next to continue.

Minikai reads your spreadsheet and shows each column alongside sample data from the first few rows. This is where you tell it which of your columns matches which Minikai field.

At the top you'll see the three required fields — Date, Title, and Description — each with a green checkmark once they've been matched. On the right, you can choose the record type for all imported records (for example, Note).

For each column, use the Maps to dropdown to pick the right field. Minikai will have a go at auto-detecting these based on your column names, but you can adjust if it hasn't got it quite right.

If a column doesn't map to anything you need, just uncheck it to skip it.

Once all three required fields show green checkmarks, click Next.

Before anything is imported, you'll see a list of every record that will be created — each showing its title, date and time, and record type. This is your chance to check everything looks right.

You can exclude specific records by unchecking them, or use Deselect all to start fresh and pick only the ones you need. The summary at the top updates as you go (for example, "10 of 10 records will be imported").

Click into any record to preview its full details before confirming. When you're happy with the selection, click Import.

You'll see a confirmation with the number of records successfully imported. From here you can click Go to timeline to see them straight away, or click Done to head back to the Minis page.

Importing can feel like a big step, especially if you're moving across from another system. If anything doesn't look right, message us through the Help Desk in the app — we'll walk you through it.