Space Settings and Defaults
Each location in your practice is a space, and each space has its own settings page. Rather than set every location up from scratch, you set Space defaults once and every space follows them until you change something for that space.
This page goes through the settings themselves. To add a space, close one, or understand how people are placed in spaces, see Spaces.
Only the practice owner and people with permission to Edit workspace settings can change space settings and defaults. Someone who can edit one space's settings, but not the workspace's, can manage that space's Integrations page only.
How defaults work
- Settings › Space defaults lists your spaces, with how many custom settings each has ("All defaults" when it has none). Below the list are the defaults, in tabs.
- Changing a default updates every space that hasn't customized that setting.
- On a space's own page, a setting marked Workspace default is following the default. Change it there and it becomes Custom for that space, with a Reset link to put it back.
- Reset followed by a number, at the top of a space's page, puts every custom setting on that page back to the default.
Some settings are one answer for the whole practice and only appear on Space defaults, such as the FIX List response times below.
A space's own pages
Open Settings, and under Space settings click the space. Its pages are listed beneath it. Every page reminds you: "Changes here only affect" that space.
Overview
"Who this location is." Under Identity:
- Name: what the space is called in the space switcher and across SOPHIE.
- Type: Office, Clinic, Hospital, Lab, Warehouse, Remote or Hybrid.
- Status: Active or Inactive. An inactive space disappears from the space switcher but stays here so you can turn it back on.
- Phone, Address and Email: the location's contact details. The address shows under the space's name in the space switcher.
Hours & calendar
- Time zone: the location's time zone, which SOPHIE uses to work out its days and due times. Choose Central, Eastern, Mountain or Pacific.
- Preferred note taker: when one meeting at this location was recorded twice (for example, by Fathom and by Teams), which recording SOPHIE reads. Whichever recorded it means no preference. This only breaks a tie. It never stops SOPHIE reading a meeting that has just one recording. See Meeting transcripts.
Business hours, day periods and holidays aren't set here. The page links to them: "Hours, holidays and schedules are set in Team › Schedule." See Hours and holidays.
People
People at this space lists who works at this location. It's read-only here. To change where someone works, open Settings › People & access. See People and Spaces.
Roles and departments are the same in every space. They're managed in Settings › Roles & departments.
Notifications
The notification rules for this location. For New Fix List item and SOP published or changed, ticking Slack posts those events to the space's Slack channel; leave it unticked and they aren't posted there. If the space has nowhere to post in Slack yet, the Slack option is unavailable and says why. See Slack.
Everyone can also choose, for themselves, which notifications they receive and how. See Notifications.
Integrations
The tools connected to this location: its practice management system and its Slack. Anything set to Same as the practice follows Settings › Integrations. See Integrations and Practice management.
FIX List response times
These settings live on Settings › Space defaults, on the Standards tab. They're one answer for the whole practice, and changing them needs the Change Fix List deadlines permission as well.
- Enforce response times: gives every FIX List item a deadline based on its priority.
- Response times, by priority: for each priority (Critical, High, Medium and Low, and Needs Investigation), how long the owner has to Acknowledge the item and to get the Fix moving. Days count to the close of a working day, so 0 means the same day. Only working time counts.
By default:
| Priority | Acknowledge | Fix moving |
|---|---|---|
| Critical | 1 working hour | Same day |
| High | Same day | 3 working days |
| Medium and Low | 2 working days | 10 working days |
| Needs Investigation | 1 working day | 3 working days |
A Critical item goes to the owner's manager for review if it's still unacknowledged after 2 working hours. A Medium or Low item goes for review once it has stalled for 14 working days.
Fairness watch: times and Fairness watch: within days look out for one approver repeatedly softening items about the same person while that person's Team Performance score is below standard. When it happens that many times within that many days, the practice owner is shown it privately. The defaults are 3 times within 90 days.
For how deadlines show up on items, see FIX List.
Good to know
- A new space follows the defaults. When you add a space, its settings follow Space defaults until you customize them. It starts with no Standards of its own; add them from Standards when you're ready.
- Practice-wide settings aren't on a space's page. Roles, departments, FIX List response times and SOPHIE's writing settings are one answer for the practice, so they only appear on Space defaults or on their own pages.