Every user in Minikai is assigned a role that controls what they can do. Understanding these roles helps you give your team the right level of access — enough to do their job well, without exposing information they don't need.
🔒 Who can manage roles: Only Admins can invite users and assign or change roles. If you need your role updated, ask your Workspace Admin.
When to use this
You're inviting a new team member and need to decide what level of access they should have.
Someone's responsibilities have changed and you want to check if their current role still fits.
You're setting up a new workspace and want to plan your access structure from the start.
Environment Roles
There are three Environment Roles available to all organisations: Admin, Creator, and Member.
Admin
Full access to everything in the workspace — including managing users, Minis, records, groups, and all workspace settings. Best for: Workspace owners, team leads, or IT administrators.
Creator
Can create and manage Minis and records, but cannot manage users, groups, or workspace settings. Best for: Senior care workers or coordinators who need to set up and maintain client profiles and documentation.
Member
Can view and interact with Minis they've been given access to through their group — including chatting, using prompt recommendations, and viewing records. Best for: Care workers who primarily need to work with existing Minis day-to-day.
💡 Tip: Not sure which role to assign? Start with Member and upgrade later if needed. It's easier to add permissions than to remove them.
Permissions overview
The table below shows what each Environment Role can do across the workspace.
Category | Permission | Admin | Creator | Member |
Users | Invite, assign roles, or remove users | ✅ | — | — |
Users | View all users | ✅ | — | — |
Minis | Create or update Minis | ✅ | ✅ | — |
Minis | View all Minis and records | ✅ | ✅ | — |
Minis | Delete a Mini | ✅ | — | — |
Minis | Import records (from spreadsheets or documents) | ✅ | ✅ | — |
Records | Add, edit, or archive records and attachments | ✅ | ✅ | — |
Records | Delete a record | ✅ | — | — |
Mini features | Chat, prompt recommendations, citations, email drafting, speech-to-text | ✅ | ✅ | ✅ |
Groups | Create, update, or manage group membership | ✅ | — | — |
Groups | Delete a group | ✅ | — | — |
Settings | Audit logs and log streams | ✅ | — | — |
Settings | Domain verification | ✅ | — | — |
Settings | SSO and directory sync | ✅ | — | — |
ℹ️ Good to know: Members can use all Mini features — chatting, prompt recommendations, citations, email drafting, and speech-to-text — for any Mini they have access to through their group. They just can't create new Minis, add records, or change workspace settings.
Custom Organisation Roles
If your organisation needs a different set of permissions — for example, a role that can manage groups but not users — Minikai can configure Custom Organisation Roles tailored to your team.
Custom roles are set up per organisation and aren't covered in detail here. If you're interested, get in touch with your Minikai account manager or reach out via the Help Desk.
Need help?
Not sure which role is right for someone on your team? Or need to request a change to your own access? Message us through the Help Desk in the app — we'll help you work it out.