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Authentication

SOPHIE uses secure, modern authentication to protect your practice's data. This page explains how to sign in, how invitations work, and what security features are available.

How to sign in​

Go to app.hisophie.ai and choose one of two sign-in methods:

  • Google -- Click "Continue with Google" to sign in with your Google account. This is the quickest option and does not require a separate password.
  • Email and password -- Enter the email address and password you chose when you created your account.

After signing in, you are taken directly to your workspace. If you belong to more than one workspace, you will see a workspace selector first.

Invitation-based access​

SOPHIE is invitation-only. You cannot create an account and join a workspace on your own. Here is how it works:

  1. A workspace administrator (usually your office manager or practice owner) invites you from Settings > People.
  2. You receive an email with a link to join the workspace.
  3. Invitations can be in one of three states: Pending (waiting for you to accept), Accepted (you have joined), or Expired (the link is no longer valid -- ask your admin to resend).

This keeps your practice's workspace private. Only people who are explicitly invited can access your SOPs and data.

Accepting an invitation​

When you receive an invitation email:

  1. Click the Accept Invitation link in the email.
  2. If you already have a SOPHIE account, sign in with your existing credentials. The new workspace is added to your account automatically.
  3. If you are new to SOPHIE, create an account using Google or email and password. After account creation, you are placed into the workspace with the role your administrator assigned.

You are ready to go immediately -- no additional setup is needed on your end.

Multi-workspace access​

One SOPHIE account can belong to multiple workspaces. This is useful if you:

  • Work at more than one dental practice
  • Consult for multiple offices
  • Have a separate training or sandbox workspace

Each workspace is completely independent. Your role, permissions, and the SOPs you see are specific to each workspace. When you sign in, you choose which workspace to open, and you can switch between them at any time from the workspace menu.

Security​

Sessions​

SOPHIE manages your session automatically. Your login stays active while you are using the application, and tokens are refreshed in the background so you do not get interrupted. If your session does expire (for example, after an extended period of inactivity), you will be redirected to the sign-in page.

IP restrictions​

Workspace administrators can enable IP restrictions to limit where SOPHIE can be accessed from. When this feature is turned on:

  • Your administrator configures an allowlist of approved IP addresses (typically your office network).
  • If you try to sign in from an IP address that is not on the list, you will see a restricted-access page.
  • From that page, you can request access. Your request, including your detected location, is sent to your workspace administrators for review.

This is especially useful for practices that want to ensure SOPs and patient-related procedures are only accessed from within the office.

Role-based permissions​

Your role determines what you can see and do inside a workspace. For example, a Dental Hygienist might only see SOPs assigned to their role, while an Office Manager has full access to create, edit, and approve SOPs. See Roles and Permissions for details.

Delegation​

If you are going to be out of the office, your approvals and tasks can be delegated to another team member so nothing gets held up while you are away. See Out of Office for how to set this up.