š Permissions: Admins create groups, choose who's in them and decide what each one gives access to, on the Groups page in Settings. Learn more about roles ā
ā¹ļø Rolling out gradually: groups are coming to each workspace in turn. If Groups isn't in your Settings menu, your workspace still sets access for each person, as described in Fine-Grained Access Controls.
Groups decide who sees what in Minikai. Rather than setting access for each person, you set it once for a team, such as the staff at one house, and everyone in the group gets it. When someone joins that team or moves to another, changing their groups changes their access, so a new support worker sees the people they support from their first shift.
When to use this
You're setting up access for your workspace and want to plan which groups you need.
Someone new is starting and needs to see the right people and records from day one.
Someone moves to another house or role and their access needs to follow them.
Someone can't see a Mini, record or skill they need, or can see one they shouldn't, and you want to work out why.
How it works
Each group gives its members access to three things, and can also make them Admins.
Minis decide which people someone can see.
Records decide which records they see on those Minis. Record access only applies to Minis the person can open, so a group that gives records but no Minis shows nothing on its own.
Skills decide which skills they can use in chat. See Choosing who can use and edit a skill.
Admin permissions give access to everything, including settings, people, groups and permissions.
For Minis, records and skills, a group gives either Workspace-wide access, or Fine grained access where you choose None, View or Edit for each label.
Access adds up. Someone in more than one group gets everything each of their groups gives, so a group can widen what someone sees but never narrow it. Someone in no group can still sign in, but won't see any Minis, records or skills.
Step 1: Plan your groups
The simplest setups start from what everyone at a site needs, then add groups for roles that need more. Because access adds up, each extra group only ever widens what someone sees.
A group for each site or house, such as Banksia House, gives that house's Minis and the records everyone working there sees, for example progress notes and incidents.
A group for each role that needs more, such as Clinical Leads, adds only the extra records that role needs, such as assessments or records labelled Sensitive.
A group for people who work everywhere, such as All Sites, adds every Mini, for area managers.
An Admins group gives admin permissions to the people who manage the workspace.
Most staff then need just one group. If someone is missed from a role group, they keep their site's access rather than losing everything.
š” Tip: If you have many sites, put the records everyone shares in one All Staff group, and have each site group give Minis only. Changing the shared records is then one edit instead of one for every site.
Step 2: Create a group
Go to Settings, open Groups and select New group (the + button). Give the group a name after the people it's for, add a description if it helps, then select Create group. You choose who's in it and what it gives access to once it's created.
If your workspace uses Directory Sync, your IT team creates groups in your identity provider instead, and they appear here marked Directory synced. See Groups synced from your directory, then carry on from Step 4.
Step 3: Add people
Open the group, select the Members tab, then Edit members. Search for each person, select them, and choose Save changes.
When you invite someone, the invite asks which groups they join. They get each group's access as soon as they accept.
When someone moves, take them out of their old group and add them to the new one, so their access follows.
Step 4: Choose what the group gives access to
Open the group and select the Access tab. Records, Minis and Skills each have their own Edit button.
Workspace-wide gives access to every record, Mini or skill, whatever its labels.
Fine grained lets you choose None, View or Edit for each label. Set all changes every label at once.
The editor shows how many members a change applies to, so you can see who it affects before you select Save.
To make everyone in the group an Admin, turn on Admin permissions and confirm. This replaces the group's other access, since Admins can already access everything. Changes to admin permissions or workspace-wide access can take up to 15 minutes to apply to people who are already signed in.
ā ļø Check who's in a group before you widen its access: everyone in the group gets what you choose, including people added later. Before you give a group admin permissions or workspace-wide access, check its members.
Tips for setting up groups
Name groups after the people they're for. Banksia House or Clinical Leads tells everyone who belongs, where Group 3 doesn't.
Start each group with the least its members need. A group can't take away access another group gives, so it's easier to add a group later than to undo one that gives too much.
Check with one person first. After you set up a new group, ask one member to confirm they see the Minis and records you expect.
Tidy up groups you no longer use. Deleting a group removes the access it gave its members, unless another of their groups gives it too. This can't be undone.
ā¹ļø Good to know:
Labels are managed in Settings under Labels, with separate tabs for Mini, record and skill labels.
A group can give Fine grained access to up to 500 labels across records, Minis and skills. For more than that, use Workspace-wide.
A group synced from your directory has its name and members managed by your IT team, but you still choose what it gives access to here.
Need help?
If someone can't see what they need, or you'd like a hand planning your groups, message us through the Help Desk in the app. We're happy to help.