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Team Management

The Team page is your practice's visual org chart. It shows every team member organized by department, so you can see at a glance who does what, who reports to whom, and where you might have gaps to fill.

Team View​

Navigate to Team in the sidebar to open the org chart. Your team is displayed as a grid of cards, grouped by department. Departments appear in the custom order you have set in Settings > Departments, so the most important areas of your practice show up first.

If you have a large team, use the search bar at the top to find someone by name. You can also filter by department, role, or status to narrow the view.

The Team view always reflects your currently active space. If you have multiple offices and you switch from "Main Street Office" to "Elm Avenue Office" in the sidebar, the Team page updates to show only the people who work at that location, with the role each person holds in that specific space. Workspace-wide users (like a Practice Owner who oversees every location) appear in every Team view automatically. See Spaces and Team Members for the full membership model and a worked multi-office example.

Team Cards​

Each person on your team is represented by a card that shows:

  • Avatar -- their profile photo or initials
  • Name -- first and last name
  • Role -- their assigned position (e.g., Dental Hygienist, Front Desk Coordinator)
  • Pod badges -- colored indicators showing which pods they belong to
  • Status indicators -- out-of-office, delegation, or pending invitation badges

Cards are ordered by the custom arrangement you set in Edit Mode (see below). Within each department, you can freely reorder cards to group people the way you want -- for example, placing a dentist next to their assistant.

Edit Mode​

Click the Edit team button in the top-right corner to enter Edit Mode. This button is visible to users with the Workspace Edit permission (typically admins and managers).

Permission model

The Edit team button requires the workspace:edit permission to appear. Once in Edit Mode, individual actions are gated by their own permissions at the API level:

  • Edit User requires user:edit
  • Add Member / Invite requires user:invite
  • Edit Role / Delete Role requires workspace:edit
  • Manage Pods requires workspace:edit
  • Drag-and-drop reorder requires workspace:edit

This means a user with workspace:edit can see all the controls, but if they lack user:invite for example, the Add Member action will be rejected by the server. The Edit Mode toggle is a convenience gate -- the real security enforcement happens at the API.

In Edit Mode:

  • Drag handles appear on each card -- drag to reorder people within a department. The order you set is what everyone sees (it's not per-user).
  • Context menu (three-dot icon) appears on each card with:
    • Edit User -- open the user's profile to change roles, managers, or permissions
    • Manage Pods -- add or remove the person from pods
    • Edit Role -- rename the role (inline editing)
    • Add Member -- type a name to add an existing user or create a placeholder
    • Delete Role -- remove the role (with warning if SOPs are assigned)
  • Open positions (roles with no assigned users) show a placeholder card with the role name. These also have a context menu for adding members or editing the role.

Click Done editing to exit Edit Mode. The mode resets on each page load -- it's not a sticky preference.

Adding Team Members​

From the context menu on any card, click Add Member. A search popover appears next to the card:

  1. Type a name to search existing workspace members. Click a match to assign them to the role.
  2. If no match exists, the default action is Add as name only -- this creates a placeholder on the org chart with no email or login. The person appears on the chart but can't access SOPHIE.
  3. Click Invite with email instead to open the full invitation dialog with the role pre-filled.

Name-only members can be promoted to full users later from the Edit User dialog -- click Invite [name] to SOPHIE and enter their email.

Reordering​

Drag any card to any position within its department. The order is saved automatically and applies to all users in the workspace. You can:

  • Move a card up or down within the same role group
  • Interleave cards from different roles (e.g., place a dentist next to their assistant even though they hold different roles)
  • Move open-position placeholder cards

The drag handle appears on the left edge of each card in Edit Mode.

Managing Pods​

Pods are workspace-wide team tags -- think of them like cross-functional groups. From Edit Mode, click the three-dot menu on any card and choose Manage Pods. The pod input works like the tag input:

  • Type to search existing pods
  • Click to add or remove
  • Create a new pod inline if the name doesn't exist
  • Pod names are unique across the workspace (case-insensitive -- "Pod1" and "pod1" are the same)

Pod badges appear on team cards as colored pills.

Department Ordering​

The order departments appear on the Team page matches the custom order you set in your workspace settings. To change it:

  1. Go to Settings > Departments.
  2. Drag departments into your preferred order.
  3. The new order takes effect immediately across all views -- Team, SOP dropdowns, and filters.

This means if you want Clinical staff to appear before Administrative staff, just drag Clinical above Administrative in the settings.

Inviting Team Members​

To add someone new to your practice in SOPHIE:

  1. Click Edit team on the Team page.
  2. Open the context menu on any card in the relevant role and click Add Member.
  3. Type the person's name. If they don't exist, click Invite with email instead.
  4. Enter their email address, select a role and permission tier.
  5. Click Send Invitation.

The new team member receives an email invitation with a link to create their account. Their card appears on the Team page until they accept. Once they sign in, they can immediately access SOPs assigned to their role and department.

You can also invite members from Settings > People, which supports sending multiple invitations back to back.

Managing Team Members​

After someone joins, you can update their profile at any time by entering Edit Mode and clicking Edit User on their card:

Assigning Roles​

  • A team member can hold one or more roles (for example, someone might be both a Dental Hygienist and a Safety Coordinator).
  • Roles determine which SOPs appear in their My Day task list and which workflows they participate in.
  • Change roles from the person's profile or from Settings > People.
  • For multi-office practices, a person can hold a different role in each space — for example, IT Lead at one office and Technician at another. Their card on the Team page shows the role they hold in the currently active space, and the role automatically swaps when you switch spaces. Add or remove a person's role in a specific space from that space's Team Members tab in Settings > Spaces, or directly from the person's profile.

Setting Managers​

  • Every team member (except the Practice Owner) should have a manager assigned.
  • The manager relationship controls the approval chain -- when a team member submits an SOP for review, it routes up through their manager.
  • To change a manager, edit the team member's profile and select a new manager from the dropdown.

Removing Members​

  • To remove someone from your team, open their profile and click Remove Member.
  • Removed members lose access to your workspace immediately.
  • Their SOPs, comments, and acknowledgements are preserved in the system.

Deleted Members​

When you remove a team member, they are not permanently deleted right away. SOPHIE uses a 30-day recovery window:

  • Removed members appear in Settings > People with a "Deleted" status.
  • Within 30 days, you can restore them to recover their account, role assignments, and history.
  • After 30 days, the account is permanently removed.

This safety net is helpful if someone leaves temporarily or if a removal was made by mistake. Check Settings > People and filter by "Deleted" status to see recoverable accounts.

Pods​

Pods are cross-functional team tags that span departments. Use pods to organize team members for special projects, committees, or rotating responsibilities like a safety committee or a morning huddle group.

  • Pods are workspace-global -- every pod is visible to every team member regardless of department or space.
  • Pod names must be unique across the workspace (case-insensitive).
  • Manage pods from Edit Mode on the Team page (context menu > Manage Pods) or from Settings > Departments.
  • Pod badges appear as colored pills on team cards.