🔒 Permissions: Workspace Admins can view and adjust Extra memory on the Budget page. Creators and Members don't have access to this setting. Learn more about roles →
Extra memory is how much you're willing to spend on Memory beyond what's included in your plan each period. It's a spending control, not a limit on what you can add to Minikai: you can always create records and attach files, regardless of your Memory usage. See How search works in Minikai for what Memory actually does.
Memory is the room (measured in GB) your workspace has for records, documents, and attachments to be available for a Mini to search and cite. It grows as your team adds records, and it shrinks when Minis or records are archived.
When to use this
You want predictable bills. Keep Extra memory at the floor so you only pay for the Memory included in your plan.
You're comfortable with variable bills as your team keeps working. Raise Extra memory above the floor to set the amount you're expecting to be billed for Memory beyond your included allowance.
You're transitioning lots of historical records into Minikai. Give yourself Memory headroom while you import, then review once the bulk of the work is done.
Your team is approaching the included Memory. Adjust Extra memory so you know what to expect on your next invoice.
How it works
Your plan includes a set amount of Memory each billing period, measured in GB. Everything saved to a Mini's timeline counts toward Memory, including progress notes, assessments, charts, incidents, and any documents or photos attached to a record. The Budget page in Workspace Admin shows how much of your included Memory you're using.
Right now, all eligible data loads into Memory automatically, there's no way to choose what loads in, and going over your included Memory doesn't stop anything. New records and attachments keep saving, and Minis keep finding and citing them. Additional Memory beyond your included amount is billed at your plan's standard rate. Extra memory is where you set the amount you're comfortable with appearing on your invoice for that overage.
🔜 Coming soon: We're building the ability to choose what loads into Memory. Once that ships, if your workspace is out of included Memory and Extra memory, new data will pause loading into Memory until you free up room or raise the cap. This won't affect your ability to add records or files, only whether a Mini can search and cite the newest ones. We'll update this article when it's live.
Step 1: Open the Budget page
Go to Workspace Admin → Budget. You'll see your current-period Memory usage at the top, with the Extra memory control below it.
Step 2: Check the floor
Extra memory has a minimum value (the floor). It's the larger of $0 or the amount needed to cover Memory your workspace is already using above the included allowance. You can raise Extra memory above the floor, but you can't lower it below.
If you want to lower Extra memory and you're sitting above the included Memory, archive Minis or records to free Memory first. Once your usage drops back below the included allowance, the floor returns to $0 at the start of the next period.
Step 3: Save the change
Enter the dollar amount you want to allow, then save. The change applies straight away for the current period.
Tips for setting Extra memory
Give yourself headroom during onboarding. Importing historical records often uses more Memory than steady-state operations, so set Extra memory a little higher until the bulk import is done.
Archive to free Memory. If you're consistently above the included Memory, archiving older records or Minis is usually a better answer than raising Extra memory every period.
Review at the end of each period. If the floor is high every month, that's a signal to talk to us about a plan that fits how your workspace actually uses Memory.
ℹ️ Good to know: Extra memory is charged only when used. If your workspace stays within its included Memory, the Extra memory setting has no effect on your invoice. Additional memory is billed at your plan's standard rate, which is shown on your Order Form and on your invoice.
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Need help?
If you're not sure what to set, we're happy to help. Open the Help Desk from the Minikai app and we'll walk you through it.