🔒 Permissions: Whether you can create records is set by Access Controls, managed by your Workspace Administrator, not by your app role. If you can't create a record, ask your Workspace Administrator to check your access. Learn more about roles and access →
🚧 Rolling out: We're switching this on for workspaces gradually, so it may not be available in yours just yet. If you don't see it, it's on the way.
You don't have to fill in a record field by field, or even ask outright. As you tell a Mini what happened in plain language, it recognises that a record is needed, checks any details it's missing, and drafts the record for you to review and submit. It's the quickest way to capture something while it's still fresh, and it works well for events like incidents and changes in behaviour, where the Mini fills in the structured fields as you describe them.
ℹ️ The Mini drafts, you decide: The Mini prepares the record, but nothing reaches the timeline until you review the draft and press Submit. You always have the final say.
When to use this
You've just dealt with an event, such as an incident or a change in someone's behaviour, and want it captured accurately while it's fresh in your mind.
You're already chatting with a Mini about what happened and want to turn that into a record without starting again.
You'd rather talk or type naturally than work through each field yourself.
How it works
As you describe what happened to a Mini, it understands that a record should be created. If something important is missing, it asks a few clarifying questions rather than guessing, then drafts the record right there in the chat, with the fields filled in from what you've said. For a structured record, that includes fields such as the event date and time, the type, duration, triggers, and what was done in response. Nothing appears on the timeline until you review the draft and submit it.
Here is how that looks in practice, using an afternoon at Sunshine House where Ned became agitated after a change to the activity schedule.
Step 1: Start with a plain-language message
Open the Mini for the person the record is about and describe what happened, just as you would to a colleague. For example:
"Ned got agitated this afternoon and was pacing in the lounge for about 20 minutes after the activity schedule changed. He settled once a worker sat with him and gave him a quiet space. Can you help me log this?"
The Mini picks up that a record is needed. You can also be explicit by using the words record or incident.
Step 2: Answer the Mini's clarifying questions
Rather than guessing, the Mini confirms the details that matter for the record. For Ned's behaviour record, that might be:
Confirming the time
If there was anyone else involved
Select one of the option or type in the more accurate answer and the Mini folds your answers into the draft. This is how it fills gaps by asking, not assuming.
Step 3: Review the draft record
The Mini creates a draft record and opens it right in the chat. This draft is visible only to you and is not on the timeline yet. The record saves as a draft and keeps saving as you edit, so you're free to leave the page and come back to it later without losing your work. Check every field, correct anything that isn't right, and add anything the Mini couldn't know, for example "Add that no one was hurt and nothing was damaged."
Step 4: Notify colleagues (*if an incident)
If a colleague needs to know about this, add them in the record's Notify step before you submit. You can only notify people in your workspace who already have access to Ned's records, and when you submit they're emailed directly, so there's no need to send a separate message. See notifying a team member when logging an incident.
Step 5: Review and submit
When the details are accurate and read the way you'd want a colleague to see them, click Submit. The record now appears on Ned's timeline, becomes visible to your team, and anyone you added in the Notify step is emailed. It may briefly show as processing before it's fully searchable.
⚠️ Always review before submitting: The Mini drafts from what you tell it, so it can mishear a detail or miss context only you would know. You know the person and the situation best, so read the draft carefully and make the final call before you submit. Submitting also emails anyone in the Notify step, so check that too.
Tips for a better draft
Give the key facts up front. Mention who, what, where, and when as you describe it so the Mini has more to work with.
Answer the clarifying questions. The more detail you confirm, the more complete the draft record will be.
Prefer to start from a blank form? You can still create a record manually from the timeline at any time.
ℹ️ Good to know: The Notify step reaches colleagues in your workspace. To let a family contact know instead, you can ask the Mini to draft an email that you review and send yourself. See how to notify a family member after logging a record.
Need help?
Got a question about creating records with a Mini? We're here, just message us through the Help Desk in the app.