Spaces

Spaces let you divide your SOPHIE workspace into separate locations or operational areas. If your practice has more than one office, or you need to keep clinical and administrative procedures separate, spaces give you that separation without needing multiple accounts.

What Spaces Are

A space represents a distinct location or operational area within your practice. Each space has its own set of SOPs, and team members can be associated with one or more spaces. Think of spaces as separate "offices" that all live under one SOPHIE workspace.

For example, a practice with two locations might have:

• Main Street Office -- your primary location
• Elm Avenue Office -- your satellite location

Or a single-location practice that wants to separate concerns might use:

• Clinical -- all patient-facing procedures
• Administrative -- back-office and business operations

When to Use Spaces

Spaces are most useful when different parts of your practice need different SOPs. Here are common scenarios:

Multi-Location Practices

If you have two or more office locations, each location likely has some procedures that are unique -- different equipment, different hours, different patient flows. Spaces let you maintain location-specific SOPs while still sharing common procedures (like HIPAA compliance or emergency protocols) across all locations.

Separate Clinical and Administrative Areas

Even within a single location, you might want to keep clinical SOPs (sterilization, patient intake, treatment workflows) separate from administrative SOPs (billing, scheduling, marketing campaigns). Spaces give you that clean separation.

Growth Planning

If your practice is planning to open a second location, you can set up a new space before the doors open and begin building out location-specific SOPs ahead of time.

Start simple

If your practice has a single location and you do not need to separate operational areas, you may not need spaces at all. SOPHIE works perfectly fine with just one space, and you can always add more later.

SOPs Scoped to Spaces

When you create or edit an SOP, you choose which spaces it applies to:

• All spaces -- the SOP is visible and assigned across your entire practice. Use this for universal procedures like infection control, OSHA compliance, or emergency protocols.
• Specific spaces -- the SOP only appears for team members working in the selected spaces. Use this for location-specific procedures like parking instructions, equipment guides, or local vendor contacts.

An SOP can be assigned to one space, multiple spaces, or all spaces. This flexibility means you write a procedure once and share it wherever it applies, rather than duplicating it for each location.

When viewing your SOP list, SOPHIE filters by your currently selected space so you only see what is relevant to where you are working.

Space Navigation

Switching between spaces is quick and always available:

1. Look for the space selector in the sidebar navigation.
2. Click it to see a list of your available spaces.
3. Select the space you want to work in.

Your selected space persists as you navigate between pages. If you select "Main Street Office" and then browse SOPs, Team, and Dashboard, everything stays scoped to that space until you switch.

All views in SOPHIE respect the active space -- SOPs, team members, analytics, and action items are all filtered to show data relevant to your current space.

Spaces and Team Members

Spaces are not just a way to scope SOPs — they also scope who appears where on the Team page. Each team member can be a member of one space, multiple spaces, or every space, and they can hold a different role in each space.

How membership works

Every team member falls into one of three states inside a workspace:

State	What it means	Where they appear
Workspace-wide	Invited with no specific space, or only holds workspace-level roles	Every space's Team view
Single-space	Explicitly added to one space with a specific role	Only that space's Team view
Multi-space	Explicitly added to two or more spaces, often with different roles in each	Every space they were added to

The key rule is: as soon as a team member is added to one specific space, they stop appearing in spaces they were never added to. Adding a user to a space is an explicit statement of where they work — they will not "leak" into other locations.

Worked example: a multi-office practice

Say your practice has two offices, Main Street Office and Elm Avenue Office, and an IT specialist named Jordan who covers both. Jordan acts as IT Lead at Main Street and as a Technician at Elm Avenue.

To set this up:

1. Open Settings > Spaces and select Main Street Office.
2. Click Add Team Member, pick Jordan, and assign the IT Lead role.
3. Switch to Elm Avenue Office, click Add Team Member, pick Jordan, and assign the Technician role.

Now in the Team view:

• Main Street Office shows Jordan as IT Lead.
• Elm Avenue Office shows Jordan as Technician.
• Switching the active space in the sidebar instantly switches Jordan's role on the card.

If you also have a third location (say Riverside Office) that Jordan does not work at, Jordan will not appear there at all — even though Jordan is a member of the workspace.

Workspace-wide roles

Some roles cover the whole practice rather than a specific office — Practice Owner, Office Manager, or anyone who oversees every location. These users are typically never explicitly added to a space, which keeps them in the workspace-wide state and makes them visible in every Team view automatically. You do not need to add them to each space individually.

If a workspace-wide user is later added to one specific space (for example, a Practice Owner who decides to also be listed as a Hygienist at one office), their workspace-wide roles follow them into that space alongside their new explicit role — and they stop appearing in spaces they were not added to. The act of adding them to one space turns them into a multi-space member.

Adjusting an existing user's space membership

You can change a team member's space assignments at any time from the Team Members tab inside each space's settings, or from the person's profile under Settings > People.

Main Location

You can designate one space as your main location. The main location is:

• Selected by default when team members first log in.
• Highlighted in the space selector so it is easy to identify.
• The fallback space when no specific space is selected.

To set your main location:

1. Go to Settings > Spaces.
2. Find the space you want as your main location.
3. Click Set as Main Location (or toggle the main location flag).
4. Save your changes.

Choosing a main location is especially helpful for multi-location practices where most of your team works at one primary office. They will see the right SOPs immediately without having to switch spaces every time they log in.