Agencies can be managed through the Sona Admin area - no support request is needed.
This feature is governed by permission roles - if you don't have access to this and think that you should, please reach out to your Sona administrator.
This article explains how to view, search, add, and manage external agencies within your Sona organisation — including how to control which locations each agency can access and how to remove agencies you no longer need.
1. Navigate to the Agencies Section
Start from any screen in Sona and open the main navigation by clicking Organisation in the left-hand sidebar. A menu will expand showing several options.
From the expanded menu, you will not see Agencies listed directly. Instead, you need to go to the Admin area. Navigate there to see a grid of management tiles.
Locate the Agencies tile, described as "Manage external agencies", and click the View agencies → link beneath it.
2. View the Agencies List
You will arrive at the Agencies screen, which displays a table of all external agencies currently configured for your organisation. Each row shows:
- Name
- Users
- Locations
- Created
3. Search for an Agency
At the top left of the Agencies screen, use the search box labelled "Search agencies by name, email, or ID…" to quickly find a specific agency. The list filters automatically as you type — there is no need to press Enter.
For example, typing Bright reduces the list to a single result: Bright Agency.
4. View an Agency's Details
Click the View button at the far right of any agency row to open that agency's detail page. The detail page is divided into three tabs: Overview, Users, and Locations.
Overview Tab
The Overview tab displays the agency's name, email address, creation date, last updated date, total number of users, and number of assigned locations.
Users Tab
Click the Users tab to see a list of all staff accounts associated with this agency. The table shows each user's Name, Email, and Status (e.g. Active).
Locations Tab
Click the Locations tab to see a list of all org units this agency is currently available at.
5. Manage Locations for an Agency
From the Locations tab, click the Manage locations button in the top right-hand corner. A panel will slide in from the right, listing every org unit available in your organisation.
Each location has a checkbox to its left:
- A filled green checkbox indicates the agency is available at that location.
- An empty checkbox indicates the agency is is not currently available at that location.
A counter at the top of the panel shows how many locations are currently selected (e.g. "9 location(s) selected").
Filtering the Location List
Use the search box at the top of the panel, labelled "Search by name or parent name", to filter locations. For example, typing Fraser will display only Fraser Court-related locations, making it easier to manage a specific group.
Adding a Location
Tick the checkbox next to any location you want to grant the agency access to. The counter will increase accordingly.
Removing a Location
Untick the checkbox next to any location you want to revoke access from. The counter will decrease accordingly.
Saving or Discarding Changes
- Click Save changes to apply your amendments. A green confirmation notification — "Org units updated successfully" — will appear at the bottom right of the screen.
- Click Cancel to discard any changes and close the panel.
6. Delete an Agency
On the main Agencies list, each row contains a bin (delete) icon to the right of the View button. Hovering over the icon displays the tooltip "Delete agency".
Clicking the delete icon will trigger a confirmation dialogue asking:
"Are you sure you want to delete this agency?"
- Click OK to permanently remove the agency.
- Click Cancel to abort and return to the list.
7. Add a New Agency
To create a new agency, click the Add agency button in the top right-hand corner of the Agencies screen. A panel will slide in from the right, titled "Add agency – Create a new agency".
Complete the fields:
- Agency Name (required) — enter the agency's display name.
- Email Address (optional) — enter a contact email address for the agency. This field may be left blank.
Once you have entered the details, click Create Agency to save. The new agency will appear in the Agencies table with 0 users and 0 locations. You can then click View to open the agency and begin configuring its users and locations.
Quick Reference
| Action | How to Perform It |
|---|---|
| Navigate to Agencies | Left sidebar → Organisation → Admin → Agencies tile → View agencies |
| Search for an agency | Type in the search box at the top left of the Agencies screen |
| Clear a search | Click the × button to the right of the search box |
| View agency details | Click the View button on the right of any agency row |
| Manage assigned locations | Agency detail page → Locations tab → Manage locations button |
| Add a location to an agency | Tick the checkbox next to the desired org unit in the Manage locations panel |
| Remove a location from an agency | Untick the checkbox next to the relevant org unit |
| Delete an agency | Click the bin icon on the agency row → confirm with OK |
| Create a new agency | Click Add agency (top right) → enter name and optional email → Create Agency |