Skip to main content

First Steps

This page is for the person setting SOPHIE up for a practice, usually the owner or practice manager. It walks through what happens the first time you open your workspace and the order that works best for getting the rest of the practice going.

If you were invited to an existing practice, you don't need any of this. Accept your invitation (see Signing in) and head to My Day.

How a new practice starts​

New practices are set up together with the SOPHIE team. You can't sign up for a new practice on your own from the sign-in page. The SOPHIE team creates your workspace and invites you as its owner. Accept that invitation the way Signing in describes, and you'll arrive in your new workspace.

The setup wizard​

The first time anyone opens a workspace that hasn't been set up yet, SOPHIE opens Set Up Your Practice. You can't close it until you've finished, because what you enter here shapes the Standards SOPHIE prepares for you.

  1. Tell SOPHIE about your systems. Choose your Practice Management Software (PMS), Phone System, X-Ray / Imaging System and State. SOPHIE uses these to write steps that match the software you actually use. Click Next: Review Your Team.
  2. Review your team. A full-screen view of your practice's roles and people opens. Adjust roles and invite people now, or come back to it later. Click Looks good — let's go when you're ready, or Back to change your systems.
  3. Let SOPHIE set things up. You'll see Setting up your practice... while SOPHIE personalizes your workspace. When it's done, click Go to Dashboard.

If something goes wrong, you'll see Something didn't go as planned. Click Try Again, or Go to Dashboard to carry on and fix things later. If you contact support about it, include the reference code shown on that screen.

You can change your systems later on the Practice Profile page. See Practice profile.

Get your practice going​

There's no single right order, but practices that get going quickly tend to follow this one.

1. Check your locations, roles and departments​

Every practice has at least one location, called a space. If you have more than one office, add each one so its team, hours, Scoreboard and FIX List stay separate.

2. Set your hours​

My Day only schedules work inside each space's business hours, so set them before your team starts using it. See Hours and holidays.

3. Invite your team​

Open Settings › People & access to invite people, give each one their roles and the spaces they work in, and set their access level. See People.

4. Write your first Standards​

Start with the procedures your team does every day: opening, closing, check-in, sterilization and so on. The quickest way is to describe a procedure to SOPHIE and let her draft it.

Then assign each Standard to the roles that do it and give it a schedule. That's what puts it on people's My Day. See Roles and schedules.

Drafts can go on My Day

You don't have to finish reviewing and publishing every Standard before your team starts using it. With Draft SOPs in My Day turned on (Settings › Workspace), draft Standards generate My Day tasks too. See Workspace settings.

5. Get everyone opening My Day​

Ask your team to open SOPHIE at the start of each day and work from My Day. Once tasks are being checked off, your Team performance numbers start to fill in.

6. Add the Practice OS​

When the daily habit has stuck, bring in the weekly one:

Add another workspace​

If you own a practice in SOPHIE and want a separate workspace (for example, for a practice you run under a different business), you can add one from inside the app.

  1. Click the practice name at the top of the sidebar and choose Add workspace. Only the workspace's owner sees this option.
  2. On Add workspace, enter the Workspace name and choose a plan. The new workspace is billed to the same payment method as your existing one.
  3. Read and accept the terms under Acknowledge & agree, click Continue to checkout, and complete the payment step.
  4. SOPHIE asks a few quick questions under Help SOPHIE get to know you: how you like to learn something new, how work moves through your practice, and what hurts most right now. Your answers shape the suggestions SOPHIE makes. Click Skip for now if you'd rather not answer.
  5. In the new workspace you'll see Your new workspace is ready! Click Set Up Workspace to start the setup wizard described above.

A new workspace is completely separate from your existing one: its own people, Standards, settings and billing. If what you need is another office of the same practice, add a space instead.

Good to know​

  • Anyone can open the setup wizard first. It opens for the first person to reach a workspace that hasn't been set up. If you're setting up the practice, open the workspace before you invite your team.
  • Ask for a walkthrough. If you'd like help getting set up, send a support request and the SOPHIE team will get back to you. See Support requests.