š Permissions: Only Admins can create, edit, and delete labels. Editing and deleting are being rolled out gradually, so they may not be visible in your workspace yet. Learn more about roles ā
Labels decide who can reach a Mini or a record, so it is worth keeping them tidy as your services change. This guide covers creating labels, organising them into groups, renaming one safely once it is already in use, and what happens when you try to delete a label that people still rely on.
When to use this
A house, program, or team has changed name and you want the label to match what your staff actually call it.
Your labels were set up during onboarding and you would like to organise them into groups now that you can see how they are being used.
A label was created by mistake and nothing is using it.
You are tidying up before a permissions review and want to see what each label is used on and who can reach it.
How it works
Labels live in Settings ā Labels. There are two tabs, Mini labels and Record labels, and each keeps its own list. Mini labels categorise the people your workspace supports, by location or program for example. Record labels categorise the records on a Mini's timeline, such as Assessment or Progress Note.
Each row shows what the label is used on and who can currently reach it, so you can see the effect of a change before you make it. For a Mini label, the usage column names the Minis carrying it. For a record label it shows a count, and a very large one appears as 500+ rather than an exact figure. The āÆ menu at the end of each row holds Edit and Delete.
Step 1: Create a label or a group
Choose New label, then give it a name. A description, colour, and icon are optional, and the colour and icon are what make a label easy to recognise at a glance on a Mini or a record.
Choose New group to bundle related labels together, then use Add label to group to fill it. A group called Location might hold Banksia, Wattle, and Acacia, while a group called Cohort holds Therapy and SIL. Groups make a long list far easier to work through when you are assigning permissions.
Step 2: Edit a label
Open the āÆ menu on the label's row and choose Edit. You can change the description, colour, and icon, and move a label into or out of a group. These changes apply straight away and do not affect anyone's access.
Whether a label applies to Minis or to records is fixed when it is created, so that cannot be changed later. If you need a label of the other type, create a new one on the other tab.
Step 3: Rename a label
Renaming works differently to the other edits, because a label's name is what ties it to everything carrying it. When you change the name, every Mini or record on the old name moves across to the new one, and Minikai asks you to confirm before it starts.
Access does not change. Anyone who could see those Minis or records before the rename can still see them afterwards, and anyone who could not still cannot. The move runs in the background and can take an hour or more in a large workspace, so you can carry on working while it catches up.
ā ļø Talk to us first if the label comes from an integration: Where your Minis or records are synced from another system, that system decides their labels. Renaming such a label in Minikai will not change what the sync sends, so the old name is recreated on the next run and you end up with both. Reach out through the Help Desk and we will sort the mapping out with you.
Step 4: Delete a label
Deleting a label removes every permission attached to it, so Minikai will not let you delete one that is still being used. If anything still carries the label, the confirmation tells you how many Minis or records that is, and the Delete button stays unavailable.
To clear the way, remove the label from those Minis or records first. A Mini's labels are changed on the Mini itself, and a record's labels are changed on the record. Once nothing carries the label, deleting it succeeds and no one keeps access through it.
Label groups work the same way. A group that still contains labels cannot be deleted, so move those labels elsewhere or delete them first, and the confirmation will tell you how many are in the way.
Tips for managing labels well
Read the two summary columns before you change anything. They tell you what the label is used on and who can reach it, which is the quickest way to judge how far a change will travel.
Rename rather than replace. A rename carries every Mini and record across with it. Creating a new label and deleting the old one leaves everything behind and takes people's access with it.
Group labels that answer the same question. All your locations in one group and all your service types in another is far easier to reason about than one long alphabetical list.
Leave a label alone if you are unsure. An unused label costs nothing to keep, and we are glad to look over your list with you before you start deleting.
ā¹ļø Good to know: Labels are the basis of Minikai's permissions, so it helps to be comfortable with how they grant access before reshaping them. See Fine-Grained Access Controls (FGA) for how labels and per-label permissions work, and How labels control access for how several labels on one item combine. Members only see the labels they have been given access to, so your list will look longer than theirs.
Need help?
Reshaping labels touches who can see what, so if you would like a second pair of eyes before renaming or deleting anything, we are happy to go through it with you. Reach us anytime through the Help Desk in the bottom corner of Minikai, or email us at [email protected].