Sonia Client Permissions

There are two types of permission controls when adding or adjusting client user accounts. 

1. A checkbox ito enable or disable the permission.
2. A drop-down list containing 3 specific access levels:
   1. Hide: Hides the section, tab, or option.
   2. Can view: Provides view only permissions
   3. Can manage: Allows the user to make changes.

Depending on the tab, one or more of the following permissions can be enabled (see each tab section for the list)

• New/Save/Delete: Enables full access to the record.
• Follow Up: Enables a follow-up reminder on a record
• Use wizards: Allows access to the bulk wizards under the module’s search tab
• Import: Allows access and use of the in-client site importer
• Manage submissions: Allows site submission management
• Synchronise external sites: Allows synchronization with external site providers (such as Sonia Central or SPOT)

Pre-approved Schools Tab

The Pre-approved Schools Tab allows defining which requests from education providers should be prioritised for placements at the selected organisation, following the First-In First-Served business model (see Appendix A: Models of Operation).

• Separate lists can be managed for each discipline linked to the organisation.

• Schools linked to a parent organisation are inherited by all sub-nodes where the discipline is available.

• By default, only schools directly linked to the selected organisation are shown. Tick Show inherited schools to see the full list.

• Add schools by clicking the “+” button, searching for the desired school, and clicking Add.

Agreements Tab (Organisations)

The Agreements Tab allows recording high-level details of student placement agreements between organisations and education providers or their schools.

• Agreements for a parent organisation apply to all sub-nodes.

• By default, only agreements recorded for the selected organisation are displayed. Tick Show inherited agreements to view all.

• Add agreements via the “+” button, fill in the details in the popup, and click Add.

Providers Page

The Providers Page allows managing education institutions that have access to Sonia Central, including attributes and user permissions.

Navigation

• The left panel lists providers alphabetically and supports search/filter by text.

• Click a provider to view details across multiple tabs.

Details Tab

• Manage provider name, code, and optionally colour for visualisation.

• Enable Sonia Integration: Activates 2-way integration with Sonia® for real-time request submission. Enter the provider’s Sonia Online web address (validated automatically).

• Mappings Tab becomes available once integration is enabled.

Schools Tab

• Maintain a list of schools for each provider, including name, unique code, and associated disciplines.

• Disciplines pre-populate search options for users from that school.

• With Sonia® integration enabled, school names must be selected from a dropdown of schools in Sonia®.

Users Tab

• Configure permissions for users acting on behalf of the provider.

• Each school has a separate permissions table, defining allowed actions such as:

  • Manage school details

  • Manage school users

  • Manage predefined disciplines

  • Manage requests, offers, and allocations

  • Cancel places

  • View placements

  • Interact with Sonia Central via API (integration only)

• Permission legends are available via the “?” button.

• Add users via the “+” button, search, select, and click Add.

Agreements Tab (Providers)

• View high-level details of agreements between the provider (or its schools) and organisations.

• Agreements are managed through the Agreements Tab of the Organisations Page.

Mappings Tab

• Required when Sonia® integration is enabled.

• Maps Sonia® area names to Sonia Central disciplines, optionally including specialities and sub-specialities.

• Mappings are managed per school and per organisation, allowing flexibility for different hospitals or providers.

• Requests submitted for unmapped or invalid areas can be flagged in the Block column for automatic rejection of future errors.

Disciplines Page

The Disciplines Page allows managing types of placements and associated metadata for any organisation.

• Left panel lists disciplines alphabetically with search/filter options.

• Click a discipline to view details across multiple tabs.

Details Tab

• Specify discipline name.

• Define the term used for student levels (stages vs. years) and manage the list.

• Enable sub-disciplines if the discipline requires further differentiation.

Sub-Disciplines Tab

• Manage sub-disciplines (e.g., Nursing → Enrolled Nurses [EN], Registered Nurses [RN]).

• Stages/years are defined separately for each sub-discipline.

• Sub-disciplines affect capacity and how placements are advertised (see Editing Vacancies).

Specialities Tab

• Define specialities and optionally sub-specialities for the discipline.

• Used as optional metadata for creating or searching placements.

Placement Types Tab

• Define one or more placement types for the discipline.

• Optional metadata that can be used when creating or searching placements.

• Placement type may be mandatory depending on organisational and discipline settings (see Settings Tab of Organisations Page).