🔒 Permissions: Workspace Admins can view and adjust Extra Memory Storage on the Budget page. Creators and Members don't have access to this setting. Learn more about roles →
Extra Memory Storage is a dollar cap that controls how much Memory Storage your workspace has beyond the amount included in your plan. Setting it to $0 means new uploads and attachments pause when the included Memory Storage runs out. Setting it above $0 keeps uploads running, with the extra Memory Storage billed at your plan's standard rate. Messaging Minis and workforce agents isn't affected either way.
Memory Storage is the room (measured in GB) your workspace has for the records, documents, and attachments tied to your active Minis (the people you're currently providing care for). 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 Storage at the floor so you only pay for the Memory Storage included in your plan.
You want uploads to keep working as your team adds records. Raise Extra Memory Storage above the floor so people can keep adding documents, photos, and attachments without interruption.
You're transitioning lots of historical records into Minikai. Give yourself Memory Storage headroom while you import, then review once the bulk of the work is done.
Your team is approaching the included Memory Storage. Adjust Extra Memory Storage so day-to-day work isn't interrupted while you decide whether to archive older records.
How it works
Your plan includes a set amount of Memory Storage each billing period, measured in GB. Everything saved to a Mini's timeline counts toward Memory Storage, 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 Storage you're using.
When the included Memory Storage is reached, what happens next depends on your Extra Memory Storage setting:
Extra Memory Storage at $0 (or at the floor). New uploads and attachments pause until the next period or until you raise the cap. Users can keep messaging Minis and workforce agents as normal, so day-to-day care work isn't disrupted.
Extra Memory Storage above the floor. Uploads continue, and any Memory Storage used beyond the included amount is billed at your plan's standard rate. The Extra Memory Storage value is the most that can be added to the next invoice for this period.
[Screenshot needed: The Budget page in Workspace Admin with the Extra Memory Storage section highlighted, including the floor indicator if visible]
Step 1: Open the Budget page
Go to Workspace Admin → Budget. You'll see your current-period Memory Storage usage at the top, with the Extra Memory Storage control below it.
Step 2: Check the floor
Extra Memory Storage has a minimum value (the floor). It's the larger of $0 or the amount needed to cover Memory Storage your workspace is already using above the included allowance. You can raise Extra Memory Storage above the floor, but you can't lower it below.
If you want to lower Extra Memory Storage and you're sitting above the included Memory Storage, archive Minis or records to free Memory Storage 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.
⚠️ Pause point for uploads, not messaging: When Extra Memory Storage is at $0 and the included Memory Storage is reached, new uploads and attachments are blocked. Existing records remain available, and users can keep messaging Minis and workforce agents. Let your team know in advance so document-heavy days aren't a surprise.
Tips for setting Extra Memory Storage
Give yourself headroom during onboarding. Importing historical records often uses more Memory Storage than steady-state operations, so set Extra Memory Storage a little higher until the bulk import is done.
Archive to free Memory Storage. If you're consistently above the included Memory Storage, archiving older records or Minis is usually a better answer than raising Extra Memory Storage 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 Storage.
ℹ️ Good to know: Extra Memory Storage is charged only when used. If your workspace stays within its included Memory Storage, the Extra Memory Storage cap has no effect on your invoice. Additional Memory Storage is billed at your plan's standard rate, which is shown on your Order Form and on your Stripe 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.