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People

Everyone who does work in your practice belongs in SOPHIE, whether they sign in every day or never at all. A person's roles decide which Standards and tasks land on their My Day. Their locations decide which location's work reaches them. Their access decides what they can see and change.

You manage people in two places:

  • Team › People: the org chart. Good for seeing who does what, adding someone to a role, and setting managers.
  • Settings › People & access: the full list. Good for inviting people, changing roles, locations and access, and removing someone.

See your team​

In the sidebar, click Team. The People tab shows your org chart: the practice's leadership roles across the top, and a column for each department with its roles and the people in them. The header shows how many people are on the team. Use the search box (Search people or roles…) to find someone.

A card may show Off today when the person isn't working today according to the schedule.

Invite people​

Invited people get an email and sign in with their own login.

  1. Open Settings and choose People & access.
  2. Click Invite people.
  3. Under Email addresses, type or paste one or more addresses. You can paste a whole list. SOPHIE splits it on commas, spaces or new lines, and understands Name <email>.
  4. Optionally fill in Names (optional) for each address. If you leave a name blank, SOPHIE uses the email until the person signs in.
  5. Choose their Access level (see Permission tiers).
  6. Choose at least one role under Roles.
  7. If your practice has more than one location, choose where they work under Works at.
  8. Click Send invitation (or Send 3 invitations).

Everyone in one batch gets the same roles, locations and access. Change any of them afterwards in their own panel. If an address can't be sent to, it stays in the form with the reason beside it so you can fix it.

Resend an invitation​

Open the person's panel (click their row in People & access). Someone who hasn't signed in yet shows Invited, not signed in yet. Click Resend to send the email again. You can set up everything else for them now, and it applies when they accept.

Add someone without a login​

Some people need to appear on the org chart, the schedule and Standards, but will never sign in, for example a part-time provider. Add them by name only:

  1. Go to Team › People and click Edit.
  2. On the role they hold, open the card's ⋯ menu and choose Add Member.
  3. Type their name. If nobody matches, choose Add "Sam Jones". You need a first and last name.

They show up with a No login badge in People & access. To give them a login later, open their panel, enter their email and click Send invite. Everything already recorded against them stays with them.

From the same Add Member box you can also choose Invite with email instead, which opens the invite form with their name and role filled in.

Change someone's roles, locations or access​

  1. Open Settings › People & access and click the person's row.
  2. Make your changes in their panel:
    • Where they work: the locations they're placed at. This decides which location's Team view they appear in, and which location's Standards and tasks reach their My Day. They can work at more than one.
    • Roles: what they do. Use Add a role to add one, or the remove button to take one away. Everyone needs at least one role.
    • Access: their access level, plus any custom changes. See Roles & Permissions.
  3. The footer counts your changes, for example "3 unsaved changes". Click it to see the list.
  4. Click Save changes.

If you close the panel with unsaved changes, SOPHIE asks whether to Keep editing or Discard.

Placing someone at a location

If nobody has placed someone yet, their panel says so and shows the locations their roles reach. Saving writes that down. A person placed at no location doesn't appear at any location, and location work won't reach their My Day.

Correct someone's name​

If someone was invited under a placeholder like "Hygienist", or their name is misspelled, you can fix it. You need permission to edit people.

  1. Open Team › People and click Edit to turn on editing.
  2. Open the menu on the person's card and choose Edit User.
  3. Change First name and Last name under Name. A first name is required; the last name can be left blank.
  4. Click Save Changes.

A name belongs to the person, not the practice. If they belong to more than one practice in SOPHIE, the new name shows in all of them.

Set someone's manager​

Managers are set per role, in the Edit User window on Team › People. See Manager relationships.

Remove someone​

  1. Open Settings › People & access and click the person's row.
  2. Under Remove from workspace, click Remove…, then Remove and their first name to confirm.

They lose access right away. Their history stays. The practice owner can't be removed.

Statuses you'll see​

BadgeMeaning
InvitedInvited by email but hasn't signed in yet.
No loginAdded by name only. Appears on the org chart, schedules and Standards, but can't sign in.
OwnerThe workspace owner. Their access can't be reduced.
(no badge)An active team member.

In People & access, filter the list by location (All spaces or one location), or use the access filter to find Invited, not signed in, No login, Has custom permissions, or everyone at one access level.

Good to know​

  • Settings › People & access is for the practice owner and people who can edit the workspace (Super Admins and Admins by default). Everyone else sees only their own My account in Settings.
  • What each action needs: inviting someone takes the Invite people permission. Changing roles, access or managers takes Change permissions. Removing someone takes Remove people. Admins and Super Admins have all three by default.
  • Team › People shows an Edit button to everyone, but SOPHIE only saves changes you have permission to make.
  • Everyone edits their own schedule. Work days and hours are set on Team › Schedule, not on the person's panel.