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Workspace Settings

Workspace settings control how your practice environment is configured in SOPHIE. These settings affect everyone in your workspace, so only administrators can change them. Navigate to Settings in the sidebar to get started.

General​

The General section covers your practice's basic information and branding.

Display name​

Your workspace display name appears in the header, on emails, and throughout SOPHIE. This should be your practice name as your team and patients know it (e.g., "Bright Smiles Family Dentistry").

Avatar​

Upload your practice logo. The avatar appears in the workspace switcher, in notifications, and next to your workspace name. Use a square image for the best results.

Timezone​

Set the timezone for your practice location. SOPHIE uses this to:

  • Display timestamps in your local time
  • Schedule daily tasks and reminders at the right time
  • Calculate office hours and My Day task windows

If your practice operates in a single timezone, set it once and forget it. All team members in the workspace share the same timezone setting.

Office Hours​

Office hours define when your practice is open each day of the week. SOPHIE uses these hours to determine when tasks should be performed and when notifications are sent.

Configuring your schedule​

For each day of the week, set:

FieldWhat it means
Open timeWhen the office opens for the day
Close timeWhen the office closes for the day
Beginning of day end timeWhen the "beginning of day" window ends (used for opening tasks)
During the day end timeWhen the "during the day" window ends (used for mid-day tasks)

Days left blank are treated as closed. Most practices set Monday through Friday with Saturday and Sunday left empty.

How office hours affect My Day​

The My Day feature generates a task list for each team member based on the SOPs assigned to their role. Office hours determine which time window each task falls into:

  • Beginning of day tasks appear from open time through the beginning-of-day end time.
  • During the day tasks appear from the beginning-of-day end time through the during-the-day end time.
  • End of day tasks appear from the during-the-day end time through close time.

Getting your office hours right means your team sees the right tasks at the right time of day.

My Day Settings​

My Day settings control which SOPs appear in your team's daily task lists.

Allow Draft SOPs​

By default, only published SOPs show up in My Day. If you turn on Allow Draft SOPs, non-published SOPs will also appear in daily task lists.

This is useful during initial setup when you are still building your SOP library and want team members to start following procedures before the full approval process is complete. Once your SOPs are published, you can turn this off so only approved content appears.

Department Order​

The order of your departments affects how they appear throughout SOPHIE -- in filters, dropdowns, SOP lists, and navigation menus.

Reordering departments​

Drag and drop departments to set your preferred order. The most important or most-used departments should go at the top. Changes save automatically and the new order is reflected everywhere departments are listed.

For example, you might order departments like this:

  1. Front Office
  2. Clinical
  3. Hygiene
  4. Billing
  5. Compliance
  6. HR

This order is shared across the entire workspace. All team members see departments in the same sequence.

Manager Hierarchy​

SOPHIE can automatically assign managers to team members based on your role hierarchy.

How it works​

When you build your role hierarchy (see Roles and Permissions), each role can have a parent role. When a team member is assigned to a role, SOPHIE looks at the parent role and assigns the person in that parent role as their manager.

For example:

  • The "Hygienist" role reports to "Lead Hygienist"
  • The "Lead Hygienist" role reports to "Office Manager"
  • When a hygienist is added, their manager is automatically set to whoever holds the Lead Hygienist role

This automatic assignment keeps your reporting lines in sync with your role structure. Managers are used for SOP approval routing, task delegation, and performance tracking.

Overriding the automatic assignment​

You can always manually change a team member's manager in their profile. Manual assignments override the automatic hierarchy. This is useful for temporary changes or situations where reporting lines do not follow the standard role tree.

Allowed Email Domains​

Restrict who can be invited to your workspace based on their email domain.

Setting allowed domains​

Add one or more email domains (e.g., brightsmiles.com) to the allowed list. When this setting is active, only people with email addresses matching an allowed domain can receive workspace invitations.

This prevents accidental invitations to personal email addresses and helps keep your workspace limited to practice staff. If someone tries to invite a user with an email outside the allowed domains, SOPHIE blocks the invitation and shows a warning.

When to use this​

  • Your practice uses a company email domain and you want all team members to use their work email.
  • You want to prevent invitations to Gmail, Yahoo, or other personal email providers.
  • You have compliance requirements around who can access your practice data.

Leave this setting empty if you do not want to restrict invitations by email domain. Any valid email address can be invited when no domains are configured.

For other workspace configuration options, see: