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Spaces

A space is one of your practice's locations: an office, clinic or other site. If you have one office, you have one space and rarely need to think about it. With several, spaces keep each location's day-to-day work separate while the practice shares one set of Standards, roles and departments.

Each space has its own: FIX List, Scoreboard, Power Meets, Team page, Vision Map, Patient Journey and Quarterly Sprints, plus its own hours, holidays, time zone, notifications and integrations (such as its practice management system and Slack channel).

Shared across the practice: My Day, Inbox, the Standards library, roles, departments, people and access levels.

Switch spaces​

The space you're in shows at the top of the sidebar. To change it:

  1. Click the space name at the top of the sidebar.
  2. Choose another space. As the menu says: "Switch space. You'll stay on the same page."

Everything in the space part of the sidebar (Power Meets, FIX List, Scoreboard, Team, Vision Map, Patient Journey, Quarterly Sprints) now shows that location. My Day, Inbox and Standards don't change.

The Location picker on the Team page does the same thing. Choosing a location there switches your space everywhere.

If your practice has only one space, SOPHIE picks it for you and there's nothing to switch.

Add a space​

You need to be the practice owner or have permission to edit the workspace, plus permission to add spaces (Super Admins and Admins have both by default).

  1. Open Settings.
  2. Under Workspace, choose Space defaults, then click Add space. (Or click + next to Space settings in the Settings menu.)
  3. Enter a Name (for example "Lakeway") and an Address.
  4. Click Create space.

A new space starts from your Space defaults: its hours, standards, notifications and AI settings follow the practice's defaults until you change something for that space. It starts with no Standards of its own. Add them from Standards when you're ready.

SOPHIE also gives the new space opening hours straight away, copied from one of your existing spaces (or Monday to Friday, 8:00 AM to 5:00 PM), because a space with no hours is closed. Check them on Team › Hours & Holidays.

tip

Adding a space can affect your bill.

Each space's settings page​

Every space has its own page in Settings. In the Settings menu, under Space settings, click the space to open it. The top of each page shows the space's name and how many people work there, plus a reminder: "Changes here only affect this space."

  • Overview: who this location is. Identity holds the Name, Type (Office, Clinic, Hospital, Lab, Warehouse, Remote or Hybrid), Status (Active or Inactive), Phone, Address and Email. Practice profile holds the Practice type, number of Providers, Software used (so SOPHIE can write system-specific steps) and Currency.
  • Hours & calendar: the space's Time zone, which every time for this space is shown in, and its Preferred note taker for recorded meetings. Hours, holidays and schedules are set on Team; this page links there.
  • People: how many people work at this space (see below).
  • Standards, Notifications, Integrations: how this location handles each.

Space defaults and custom settings​

A setting marked Workspace default follows Space defaults. Change it on a space's page and it becomes custom to that space. Later changes to the default no longer reach it. The Settings menu shows how many custom settings each space has. Reset 2 to default (with the number of custom settings) at the top of a page puts that page's custom settings back to following the default.

To change a default for every space that hasn't customized it, go to Settings › Space defaults.

Close a location​

To stop using a space, set its Status to Inactive on its Overview page. An inactive space disappears from the space switcher and the Team page's location picker, but stays listed in Settings, where you can turn it back on.

Spaces and team members​

Each person is placed at one or more spaces. Where someone works decides:

  • which space's Team page and schedule they appear on
  • which space's Standards and tasks reach their My Day
  • whether they see that space's FIX List, Scoreboard and Patient Journey

To change where someone works:

  1. Open Settings › People & access and click the person.
  2. Under Where they work, choose their spaces. Someone can belong to more than one.
  3. Click Save changes.

When you invite people, choose their spaces under Works at. See People.

If nobody has placed someone yet, SOPHIE uses the spaces their roles reach. For a person whose roles were never tied to a location, that means every space. Their panel says so, and saving it writes the placement down.

Placement is not the weekly schedule. Belonging to two spaces means someone can work at either. Which days they're at which one is set on Team › Schedule, where each day of their usual week can name a space. On one location's schedule, a person's days at another location show greyed with "at Lakeway".

Good to know​

  • Roles and departments are the same at every space. You can't create a role for one location only.
  • The space you're in is remembered in your browser, so SOPHIE opens where you left off.
  • Someone who can edit a space's settings but not the workspace sees only that space's Integrations page in Settings.