🔒 Permissions: Only Admins can view and change the label access mode. This setting is being rolled out gradually, so it may not be visible in your workspace yet. Learn more about roles →
When a Mini or a record has more than one label, Minikai needs to decide which of those labels a user must hold to access it. The label access mode lets you choose between two approaches: Require all labels, where a user needs permission for every label on the item, or Any label, where holding permission for just one of its labels is enough.
This gives you the flexibility to match access to how your organisation actually works, whether your labels layer restrictions on top of each other or describe overlapping teams and locations.
When to use this
People are supported across teams or locations. A Mini labelled both North House and Respite should be visible to staff from either service. Switching Minis to Any label means a worker with access to just one of those labels can still see the Mini.
Your labels add restrictions on top of each other. If a record labelled Assessment and Sensitive should only be visible to staff cleared for both, keep Require all labels. This is the default, and the safer choice when some labels exist to restrict access.
Staff report they can't see Minis or records they expect to. Before adjusting individual permissions, check the access mode. It may explain why multi-labelled items are hidden.
How it works
The setting lives in Workspace Admin → Labels, under Label settings. Minis and records each have their own label matching mode, set independently on their respective tabs. You could, for example, use Any label for Minis so staff see everyone supported by their location, while keeping records on Require all labels so sensitive records stay restricted.
Here's the difference in practice. Say a record is labelled both Progress Note and Sensitive:
Require all labels: a user needs permission for Progress Note and Sensitive to access the record.
Any label: permission for either Progress Note or Sensitive is enough.
The mode changes which labels a user needs, not what they can do. A user keeps the view or edit access they were granted per label, so someone with view-only access stays view-only regardless of the mode.
Step 1: Open Label settings
Go to Workspace Admin → Labels. You'll see two tabs, Minis and Records. Open the tab for the resource type you want to change; each tab carries its own label matching setting.
Step 2: Choose the matching mode
In Label settings, choose between:
Require all labels. A user needs permission for every label on a Mini or record to access it. This is the default.
Any label. Permission for any one of the item's labels is enough.
Step 3: Confirm and save
If you're switching to Any label, Minikai asks you to confirm first, because this broadens access: users will be able to see and work with more Minis or records than before. Switching back to Require all labels saves straight away.
Once saved, the new mode applies workspace-wide and takes effect immediately for everyone.
⚠️ Switching to Any label broadens access immediately: Under Any label, a record tagged Assessment and Sensitive becomes accessible to anyone with permission for Assessment alone. Before switching, review any labels you use to restrict access (like Sensitive) and check who holds permissions for the other labels that appear alongside them.
Tips for choosing a mode
Start from your most sensitive labels. If any label exists specifically to restrict access, think carefully before moving that resource type to Any label.
Set Minis and records independently. Many organisations use Any label for Minis (so staff see everyone at their location) and Require all labels for records (so restricted record types stay restricted).
Check the mode while assigning permissions. The active mode is shown in the user permissions dialog, so you can see how a user's label assignments will combine as you set them.
ℹ️ Good to know: This setting builds on Fine-Grained Access Controls. If you're new to labels and per-label permissions, start with Fine-Grained Access Controls (FGA), which explains how labels, permission levels, and user assignments work. Admins always have full access, so the mode doesn't affect them.
Need help?
If you're not sure which mode fits your workspace, or you'd like a second pair of eyes before broadening access, we're happy to help. Reach us anytime through the Help Desk in the bottom corner of Minikai, or email us at [email protected].