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Workspaces

A workspace is your dental practice's home in SOPHIE. Everything you do -- writing SOPs, inviting team members, configuring settings, tracking scorecards -- happens inside a workspace. Each workspace is completely separate, so your data stays private to your practice.

What a workspace contains​

Your workspace holds all of the following:

  • SOPs -- Every standard operating procedure your practice creates, imports, or generates with AI.
  • Team members -- Everyone on your staff who has been invited, along with their roles and permissions.
  • Departments -- Functional groupings like Front Office, Clinical, Billing, and Hygiene.
  • Spaces -- Separate locations if your practice has more than one office.
  • Practice OS -- Your practice vision, weekly scorecards, and quarterly plays.
  • Settings -- Display name, logo, office hours, timezone, security, and integrations.

Workspace structure​

SOPHIE organizes your workspace into three layers that mirror how a real dental practice operates:

Spaces (locations)​

A Space represents a physical office location. If you run a single-location practice, you have one Space and you may not need to think about this at all. If you have multiple locations, each one gets its own Space.

SOPs can be scoped to a specific Space. For example, a "Morning Huddle" SOP might differ between your downtown and suburban offices. When a team member is viewing SOPs, they see the ones that apply to their Space.

You can manage Spaces from Settings > Spaces.

Departments (functional areas)​

Departments group your team and SOPs by function. Common examples in a dental practice:

  • Front Office
  • Clinical
  • Hygiene
  • Billing and Insurance
  • Administrative
  • Lab

When you assign a department to an SOP, it appears under that department's section in the SOP list. Team members can filter by department to quickly find what they need.

Customizing departments​

You can reorder and rename departments to match how your practice actually operates:

  • Reorder -- Drag departments into the order you prefer. This order is used everywhere departments appear in dropdowns and lists.
  • Rename -- Change department names to match your terminology. If your practice calls it "Patient Coordination" instead of "Front Office," rename it.

Manage departments from Settings > Departments.

Roles (job functions)​

Roles represent job functions in your practice (e.g., Office Manager, Dental Hygienist, Treatment Coordinator, Front Desk). Roles serve several purposes:

  • SOP assignment -- Assign SOPs to specific roles so each team member sees the procedures relevant to their job.
  • Approval chains -- Roles determine who can approve SOPs and in what order.
  • Hierarchy -- Roles can have parent-child relationships (e.g., Office Manager oversees Front Desk), which drives manager assignments and approval routing.

Configure roles from Settings > Roles.

Workspace settings​

Workspace administrators can configure the following from Settings > General:

  • Display name -- The name shown in the header and workspace selector (e.g., "Bright Smiles Dental").
  • Logo -- Upload your practice logo for a branded experience.
  • Timezone -- Your practice's timezone, used for scheduling and display.
  • Office hours -- Set your schedule for each day of the week, including opening time, closing time, and shift transition times (Beginning of Day, During, End of Day). SOPHIE uses these to schedule SOP reminders and determine when team members are working.

Additional settings pages cover AI configuration, security (IP restrictions), integrations (Slack, Loom), and billing.

Multiple locations​

If your practice has more than one office, Spaces let you keep location-specific SOPs separate while sharing common procedures across all locations. For example:

  • A "HIPAA Compliance" SOP applies to all Spaces.
  • An "Emergency Evacuation Plan" SOP is scoped to a specific Space because the building layout differs.

Team members assigned to a Space see SOPs relevant to that location when they filter by Space.

Switching workspaces​

If you belong to more than one practice (for example, a consultant working with multiple offices), your single SOPHIE account gives you access to all of them. When you sign in, you will see a workspace selector where you can choose which practice to open. You can switch workspaces at any time from the workspace menu in the sidebar.

Each workspace is completely independent -- your role, permissions, and data are separate in each one.

Learn more​