Assigning and Scheduling a Standard
A Standard does real work once it is assigned. You tell SOPHIE three things: which roles own it, which roles do it, and how often each of those roles does it. From then on, SOPHIE puts the work on the right people's My Day on the right days, with no one having to remember.
Everything here is set on the Standard itself, in the Assignees & schedule section of the editor.
Some buttons and messages in the app still say "SOP". A Standard and an SOP are the same thing.
Owners and assignees are roles, not people
SOPHIE always assigns a Standard to roles, never to named people. When someone joins, leaves or changes jobs, you update their roles once in Team, and every Standard follows along.
- Owner: the role or roles responsible for keeping the Standard right. Owners review changes other people make (see Review and Publish), and anyone holding an owner role can publish it.
- Assignees: the roles that actually carry out the procedure. Each group of assignee roles has its own schedule.
Every Standard needs at least one owner role and at least one assignee role before it can be saved.
See who a Standard is assigned to
Open the Standard. The Properties card shows:
- Owner: the owner roles, or Not set.
- Department: or All departments.
- Spaces: or All spaces.
- Assignees & schedule: one row per group of roles that share a schedule, with the roles and a short summary such as Weekly Mon · During · Everyone · Until next due. If nobody is scheduled yet you'll see No assignees scheduled.
Assign a Standard and set its schedule
You need permission to edit Standards (the Edit SOPs permission) to see the Edit button.
- Open the Standard and click Edit. The Edit SOP panel slides in.
- Under Owner, pick one or more owner roles.
- Optionally set Department and Spaces (see Spaces below).
- Scroll to Assignees & schedule. Each block is a group: a set of roles that share one cadence.
- In Roles in this group, add the roles that do this work.
- Under Schedule, click the cadence button to open When does this run? and pick how often (see the table below).
- Choose Who handles each run?:
- Everyone in these roles: every person in those roles gets their own task.
- Just one person: SOPHIE gives each run to one person. See One Person or Everyone.
- Under Time of day · pick one or more, choose Start of day, During the day, End of day, or any combination. Each one you pick becomes its own task that day.
- Decide what happens to unfinished work (see Unfinished work).
- Click Save.
The What the team sees preview at the bottom of each group shows how a run will look on My Day: due now, carried over, dropped or missed.
Give different roles different cadences
The same Standard often runs at a different pace for different people. A room-cleaning Standard might be daily for assistants and weekly for the office manager who inspects.
Click + Add schedule group to add another group, then give it its own roles and schedule. Each group runs on its own. To remove one, click Remove group (the trash icon) on that group.
A role belongs to one group at a time on a given Standard.
How often: the cadence options
In When does this run?, the Recurring menu offers:
| Cadence | What you pick |
|---|---|
| Daily | Runs every day the person works. |
| Weekly | On days: one or more days of the week (Su Mo Tu We Th Fr Sa). |
| Bi-Weekly | Days of the week, plus a starting week. Click a date on the calendar to set it. |
| Monthly | Day: a fixed date (1st to 31st, or Last day), or switch to Use relative day for patterns like First Monday or Last Friday. |
| Quarterly | Month in quarter (1st month, 2nd month, 3rd month) and a day, fixed or relative. |
| Yearly | Month and a day, fixed or relative. |
| As Needed | No recurring due dates. The Standard is there for whenever the situation comes up. |
| Custom... | Every N days, weeks, months or years. |
The calendar in the dialog previews which days this month the Standard will run.
As Needed Standards never put scheduled tasks on My Day. Instead they appear in the As Needed card on My Day, ready to open when the situation comes up.
Unfinished work
Two settings in each group decide what happens to a task nobody finished:
- If a run is missed
- Keep it open — stays until done
- Mark it missed — closes when the day ends
- When the next one is due and the last one isn't done
- Only keep the latest — drop the old one
- Keep them all open — finish each one
Some quick guidance:
- Recurring operational work (supply orders, daily huddles): Only keep the latest. Nobody needs last Monday's supply order once this Monday's is due.
- Compliance work that must be done however late: Keep it open with Keep them all open.
- Strictly same-day work (opening checklist): Mark it missed with Keep them all open.
Only keep the latest wins whenever it is selected: the old task is dropped when the next one arrives, whichever option you picked for a missed run.
A new group starts as Weekly on Monday, During the day, Everyone in these roles, Keep it open and Only keep the latest.
Spaces
If your practice has more than one space (for example, more than one location), the Spaces field says where the work happens.
- Leave it empty (All spaces) and the Standard's tasks belong to every active space.
- Pick one or more spaces and its tasks belong only to those.
Spaces don't decide who gets a task; roles do. They decide which space's tab on My Day the task shows under. A person sees each task under its space and under All spaces.
How a schedule turns into My Day tasks
Every night, SOPHIE looks at each Standard and asks, for each assignee role: is it due today, and who holds this role and is working today? Each match becomes a task on that person's My Day.
- Roles decide who. Someone gets a task because they hold an assigned role. Standards assigned to All Staff reach everyone.
- Work schedules decide which days. Nobody gets new tasks on a day they aren't working: their usual week, time off, and their space's holidays and closed days all count. If someone is covering for a colleague who is off, the cover person gets that role's tasks.
- One task per time of day. A Standard set to Start of day and End of day creates two tasks.
- Several roles, one task. If you hold two roles on the same Standard and schedule, you get one task, not two.
Tasks also appear straight away when you create a Standard or change its schedule. Anyone can click Pick up new tasks on My Day to check for anything that's due and not on their list yet.
When the due day isn't a working day
Settings › Workspace › Tasks due on a non-working day decides what happens when a task would land on a day the assigned person isn't working: Move to the next working day (the default), Move to the previous working day, or Leave the date as it is.
A moved task says so on My Day with a Moved earlier or Moved later chip. Hover it to see the day it was scheduled for and why it moved.
Standards marked Regulatory required or Hard deadline always move earlier, never later, because pushing a deadline past its date misses it. These two flags sit in the Compliance section of the Classic editor (switch with Design in your profile menu). They don't change who gets the task or how often.
Good to know
- Drafts can create tasks. A Standard doesn't have to be published to put work on someone's list, if Settings › Workspace › Draft SOPs in My Day is on. Returning a published Standard to draft doesn't cancel its open tasks either.
- Removing a role removes its tasks. When a role comes off a Standard, or a person loses a role, SOPHIE closes their open tasks for it with the note "Closed automatically — this SOP is no longer assigned to a role you hold."
- Changing a schedule cleans up. Open future tasks that no longer match the new schedule are cancelled, and the new schedule takes over.
- Deleting a role. A role that's still used by Standards can't be deleted until you move its Standards to another role. Core roles can't be deleted at all. See Roles and Permissions.
- Owner-only changes don't touch tasks. Changing the owner roles changes who reviews and publishes, not who does the work.
- Cadence is per role. One Standard can be As Needed for the front desk and daily for clinical staff. Filters on the Standards page that ask "how often" answer for the roles you're looking at.