Apps, resources & groups

monoki has three ideas. Once they click, the rest of the product follows.

	What it is	Who can see it
App	A system your organisation runs — Grafana, the NAS, GitLab.	Everyone. One shared catalog.
Resource	A private deep link — one spreadsheet, one Notion page.	Only you.
Group	Your own tag for arranging your board.	Only you.

The catalog

An app is a fact about your organisation, not about your folder. When somebody adds Grafana, it lands in a catalog everybody can browse — so the next person does not re-type the URL, invent a second name for it, and end up with two tiles for one system.

Browse it from the sidebar (or press c). Search by name or by domain, see who looks after each app, and click Add to board to put one on yours.

Browsing is not having. Your board holds only what you added. The catalog is a directory, not your home screen.

Two apps on one domain

When you add a URL on a domain the catalog already knows, monoki says so and offers the existing app. That is a suggestion, not a rule — a domain can host more than one app, and Add anyway creates a second entry. The hint exists to stop the accidental duplicate, not to argue with you about the deliberate one.

Ports count. nas.lan:5000 and nas.lan:8123 are different apps, because in every self-hosted setup they are. www. and a trailing dot do not count, so https://www.grafana.lan./ and http://grafana.lan are the same app.

Who may change an app

Because an app is shared, editing one changes it for everybody who has it. So editing is limited to:

the person who added it,
anyone listed as responsible for it,
an admin.

Everybody else sees it, adds it to their board, and arranges it however they like — but cannot rename or repoint it.

Changing an app's URL when more than one person has it asks for confirmation, and the change is recorded in the audit log as old -> new. Repointing a widely used app is the one edit here that could do real damage, so it leaves a trail.

Responsible users

Every app can list who to ask when it breaks. It shows on the tile menu and on every catalog row.

Being responsible also grants edit rights on that app — in practice they are the same question, and the dialog says so when you appoint somebody.

A responsible user may edit the app but may not appoint another responsible user; only the person who added it, or an admin, can do that. So there is no delegation chain, and "who decides who looks after this?" has exactly one answer. You can always remove yourself — a commitment nobody can resign from is a trap.

Resources

A resource is a link that is yours alone: the specific dashboard you actually open, one spreadsheet, a Notion page. Press r, or use Add link.

It never enters the catalog, and nobody else can see it — not admins, not the person who runs the app it points at. That is also why monoki never offers the duplicate hint for a resource: a resource is expected to live on an app's domain, and warning about that would be arguing against the feature.

Deleting a resource deletes it. There is no catalog copy to fall back on, and the confirmation says so.

Groups are tags

A group is a private label you put on things on your board. Nobody else can see your groups, or even tell that a group id exists.

Because they are private, they can overlap: one app can be in several groups at once. Grafana can be in both Infra and Daily and still be one tile on your board.

Three consequences worth knowing up front:

Group counts do not add up to your board. One item in two groups counts twice. That is not a bug; groups are tags, not folders.
Deleting a group deletes nothing else. It removes the label. Everything stays on your board. (This changed in 0.2.0 — a group used to own its apps.)
There are two orderings. The order inside a group is separate from the order of your board, so arranging Infra does not reshuffle My apps. Drag in the view you want to arrange.

Removing things

Three verbs, one word apart, doing very different amounts of damage. The tile menu spells out each one:

Action	What goes
Remove from group	Just the tag. The tile stays on your board.
Take off my board	Your tile. The app stays in the catalog for everyone.
Delete app (catalog)	The app, from every board it is on. Confirms first.
Delete this link	A resource, for good. Only you had it.

0.1.0 let you share a group with another user as a viewer or an editor. 0.2.0 removes that entirely, and replaces it with something simpler: the apps are shared with everybody, and the arrangement is private to each person.

If you shared a group before upgrading, the people you shared it with kept those apps — on their own boards, ungrouped. Nothing was taken away; it just stopped being somebody else's group.