SONA

Sona Workforce Management

Sona is an AI-powered workforce management platform that unifies rostering, HR, payroll, time & attendance, and employee engagement into one intuitive app. Designed for frontline teams, it boosts efficiency, fills more shifts, cuts admin time, improves communication, and enhances employee experience

Features

• Workforce Management
• Scheduling
• Time & Attendance
• HR & Employee Records
• Payroll Cloud
• Payroll Bureau
• Communications & Engagement
• Wellbeing
• Labour Planning & Forecasting
• Agentic AI

Benefits

• Improved Time Management
• Employee Self Service
• Cost Savings, accurate tracking of employee hours
• Time saved managing absence, rostering and pay rates
• Can hold and manage Multiple pay rates
• Reduction of agency spend due to better staff utilisation
• Time reduction of admin task for ops staff/front line

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at tristan.spencer@getsona.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

647931223477276

Contact

Tristan Spencer
07388048755
tristan.spencer@getsona.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Payroll management

  Human capital management

  • Core Human Resources Applications
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: None
• System requirements:
  • SSO
  • SaaS

User support

• Email or online ticketing support: Yes
• Support response times: Monday to Friday support 9 - 5 but happy to discuss enhanced support packages
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support accessibility standard: WCAG 2.2 AA
• Web chat accessibility testing: TBD
• Onsite support: Yes
• Support levels: Support Services are provided Monday to Friday (excluding public holidays), 08:00 to 18:00 UK time. Support Services for major incidents are provided 24/7.; Support response times; Support response times are based on priority levels:; Priority 0: 4 hours; Priority 1: 4 business hours; Priority 2: 8 business hours; Priority 3: 48 business hours; After sales support; After sales support is provided through a named Success Manager following implementation and through ongoing Support Services delivered via live chat, email, webform, and knowledge base. Support access is role based, with customer ‘Super Admins’ acting as first line support.
• Support available to third parties: Yes
• AI chatbot: Yes

Onboarding and offboarding

• Getting started: Onboarding is delivered through Implementation Services and will include discovery workshops, account setup and configuration, assistance with user acceptance testing, training, and a hyper care period following go live. At the end of the hyper care period, customers are allocated a customer success manager to facilitate a successful rollout and beyond.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Sona ensures complete data portability and access throughout your contract lifecycle, including at contract end. You retain full ownership of your data at all times.; ; Throughout your engagement, you can access and extract data through multiple methods. Our Data External Feeds feature provides pre-modeled, structured data tables exported as CSV files to a secure cloud storage bucket, covering all core data including employee records, scheduling, time and attendance, HR processes, and payroll information. This simplified format enables straightforward integration into your own data environments without technical complexity.; ; Additionally, our comprehensive API provides programmatic access to extract data on demand, supporting both ongoing integrations and end-of-contract migrations.
• End-of-contract process: At contract termination, in accordance with GDPR data processor obligations, we provide you with complete data return in accessible formats of your choice. You receive all personal data and operational records held within the platform, structured for easy import into successor systems.; ; We provide technical support during the data extraction process to ensure smooth transition planning. All data exports maintain full referential integrity and include comprehensive documentation of data structures, ensuring your team or new vendor can readily utilise the information without loss of functionality or historical context.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Desktop UI is designed to support the operational management with their scheduling and planning where the mobile app is used for self serve for the frontline staff.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Sona offers both admin and frontline level service interfaces - more details when requested
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: Sona has not yet conducted formal user testing sessions specifically with assistive technology users for our web chat or interface. However, we are committed to accessibility best practices and rely on our third-party support platform (Zendesk) which has undergone extensive third-party accessibility audits to WCAG 2.1 AA standards and publishes Voluntary Product Accessibility Templates (VPATs) documenting their assistive technology compatibility testing. These are available here: https://www.zendesk.co.uk/company/agreements-and-terms/accessibility/
• API: Yes
• What users can and can't do using the API: What users can and can't do using the API : Open API's - all info and accessibility can be found on our website. https://api.sona.is/api/docs/v1/index.html?__hstc=212518987.50c584843efae8327f79c815dee58ed3.1706108947949.1714722440106.1715071748282.17&__hssc=212518987.1.1715071748282&__hsfp=382654845&_ga=2.16221749.2026912341.1715071747-459621112.1715071747
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Sona is highly configurable and can be adapted for processes for each organisation

Scaling

• Independence of resources: See comprehensive response to "Availability and resilience"

Analytics

• Service usage metrics: Yes
• Metrics types: Service usage metric reports available on request
• Reporting types: Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: In-house
• Protecting data at rest: Other
• Other data at rest protection approach: Data at rest are encrypted. Databases in data centers are encrypted with AES 256. Data on iOS and Android devices are encrypted with AES 256
• Data sanitisation process: No
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Sona provides comprehensive data export capabilities through Data External Feeds. Users can configure automated exports of all their data (employees, shifts, time & attendance, leave, payroll, etc.) to CSV files delivered to their chosen cloud storage (SFTP, AWS S3, Azure Blob Storage). ; ; Exports can be scheduled (daily, weekly, monthly) or run on-demand, ensuring complete data portability. All personal and operational data remains accessible in standardised CSV format, allowing customers to migrate to alternative systems or integrate with their own reporting tools. This ensures customers retain full ownership and control of their data at all times, with no vendor lock-in.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel
  • JSON
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • Excel
  • JSON

Data-in-transit protection

• Data protection between buyer and supplier networks: Private network or public sector network
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Sona is hosted on Google Cloud Platform in the London region with enterprise-grade redundancy architecture:; Multi-Zone Redundancy: Our infrastructure spans 3 independent availability zones with separate hardware, cooling, and power. If one zone experiences issues, services automatically transition to healthy zones with minimal disruption.; ; Database High Availability: We maintain a live database replica with synchronous replication to a standby instance in a different availability zone, ensuring seamless continuity.; ; Disaster Recovery: We operate a tested Disaster Recovery Plan with routine "Disaster Day" drills. Our architecture enables rapid recovery using automated backups and infrastructure-as-code deployment.; ; Incident Response: 24/7 on-call engineering support for P0 incidents, with monitoring and alerting via PagerDuty.; ; Compliance: ISO 27001:2022 certified, with business continuity controls aligned to international standards.
• Approach to resilience: Service Resilience Architecture; ; Sona's platform is designed with enterprise-grade resilience at multiple layers:; ; Multi-Zone Redundancy: Hosted on Google Cloud Platform in the London region across 3 independent availability zones with separate hardware, cooling, and power. Services automatically transition to healthy zones if issues occur.; ; Database High Availability: Multi-availability zone architecture with synchronous replication to a standby instance in a different zone, enabling seamless automatic failover.; ; Stateless Service Architecture: Most services operate in stateless mode, allowing rapid restoration with data immediately available from the highly available database.; ; Tested Disaster Recovery: Defined Disaster Recovery Plan aligned with ISO 27001 standards. Routine "Disaster days" test recovery procedures; our April 2025 drill successfully demonstrated full infrastructure recreation using Infrastructure as Code.; ; Data Protection: Automated backups and encrypted database snapshots managed by our certified cloud provider.; ; Incident Response: 24/7 on-call engineering support with PagerDuty monitoring for P0 incidents.; ; Compliance: ISO 27001:2022 certified for business continuity and disaster recovery.
• Outage reporting: **Outage Reporting and Communication**; ; Sona operates a 24/7 incident management system with defined response procedures and customer communication protocols.; ; **Incident Detection:** Automated monitoring via PagerDuty integrates with multiple systems (New Relic, Pingdom, Sentry) to detect platform issues, performance degradation, or outages in real-time. Manual reporting is also supported via Zendesk.; ; **Response Structure:** Each incident is assigned an Incident Lead responsible for customer communication throughout resolution and post-incident reporting.; ; **Customer Notification:** The Incident Lead communicates directly with affected customers once incidents are identified and coordinates updates through resolution. Post-incident reports are provided to impacted customers.; ; **Data Breach Notification:** For security incidents involving personal data, Sona notifies affected customers without undue delay and within 72 hours where feasible, in accordance with GDPR and ISO 27001 requirements.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Role based access control - to define access level based on job roles. E.g Manager Full access, front line staff only access to their info. Mutli ; Factor Authentication MFA - will be used with Sona ; Strong Password policies, session management and audit logs
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: User-defined

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: At Sona, we consider data confidentiality, integrity and availability a top priority.; We demonstrate our commitment to continuous customer data protection and data privacy processes in the following ways:; 1. Sona uses industry-leading data security technologies and follows comprehensive defense-in-depth practices to protect our customers’ data.; 2. Sona operates a highly capable security system to continuously monitor its product and platform for security vulnerabilities.; 3. Sona strives to achieve world-class security standards across all aspects of our business and is in the process of implementing all information security controls as defined by the International Organization for Standardization (ISO).; 4. Sona is committed to maintaining the highest security standards and continual improvement. As such, Sona undergoes independent internal and external audits and security tests on a regular basis.; Sona’s security practices are structured in accordance with the three information security pillars below. Each pillar contributes to the use of advanced security technology and controls, and in combination meet and exceed the stringent requirements of the ISO 27001 accreditation process.
• Software Security Code of Practice: No

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Sona operates Change Management and Asset Management policies under ISO 27001:2022 certification. Component lifecycle tracking is governed by our Asset Management Policy, maintaining comprehensive IT inventories and role-based access matrices. All code changes undergo mandatory peer review with security-focused unit and integration testing. System library vulnerability checks are performed for every change. Weekly configuration scanning monitors infrastructure against security best practices. Changes are assessed through our SDLC Policy framework with validation logic ensuring security implications are evaluated. CTO and Information Security Working Group oversee technology evolution and risk assessment. Scytale platform is used for evidence collection and audit compliance monitoring.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: The following internal automated vulnerability checks are performed:; ● Independent of code changes:; ○ Daily SSL certificate check; ○ Real time automated live vulnerability scanning; ○ Weekly configuration scanning, activity monitoring, and reviewing; against best practices library; ○ Weekly dynamic application security testing; ● For every code change:; ○ Mandatory peer review; ○ Unit and integration test suites focused on access permissions; ○ System library vulnerability checks
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Sona's Incident Response Plan follows industry’s best practice standard, and is designed to manage cyberattacks in our environment and comprises four phases:Phase 1:Preparation (pre-event), Phase 2:Detection and Analysis, Phase 3:Containment, Eradication, and Recovery, Phase 4:Post-Incident. This gives us flexibility to handle security incident situations and scenarios in a standardized and consistent way; In the case of a personal data breach, in line with the applicable data protection regulations Sona will without undue delay and, where feasible, not later than 72 hours after having become aware of it, notify the personal data breach to you, following Sona's Incident Management Notification Process
• Incident management type: Undisclosed
• Incident management approach: Sona have a defined incident response plan as well as crisis coordination plan in case an incident is escalated as per our incident severity scale.; Our Incident Response Plan follows industry’s best practice standard, and is designed to manage cyberattacks in our environment and comprises four phases:; ● Phase 1: Preparation (pre-event); ● Phase 2: Detection and Analysis; ● Phase 3: Containment, Eradication, and Recovery; ● Phase 4: Post-Incident
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Prescient Security LLC
• ISO/IEC 27001 accreditation date: Wednesday 1 May 2024
• What the ISO/IEC 27001 doesn’t cover: The scope of the ISO/IEC 27001:2022 certification is limited to the Information Security Management System (ISMS); supporting Sona Technologies Ltd’s workforce management products. This includes the people (employees and; suppliers), processes (Secure development, IT Operations, Sales & Marketing, Customer Support and Implementation,; and Human Resources), and technology supporting the design, delivery, and ongoing support of the Sona application; along with assets used for remote working. This is in accordance with the Statement of Applicability Version 1.0 dated; ; February 27, 2024.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 6b0709bb-8bd8-4784-86d2-07c3862fecde
• Cyber essentials plus: No
• Cyber Essentials Alternative: You do not have a current and valid Cyber Essentials Plus certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of issues relating to entering the contract workforce

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at tristan.spencer@getsona.com. Tell them what format you need. It will help if you say what assistive technology you use.