From registering your school to a working first day, in the order the system expects.
Written forSchool admin
On this page
This page has no sections.
Setting up a school in Alviyora has an order, and the order is not a matter of
taste. Almost everything in the system is filed under an academic year; classes
need grades; enrolments need subjects attached to grades; a teacher’s register is
empty until they are assigned to a class. Work down the list and you will never
reach a screen that needs something you have not created yet.
The system knows this and will walk you through it.
Once you register a school, Setup Guide appears at the top of the sidebar
under Set up your school. It is a checklist of every step below, in order, with
each item deep-linking to the screen that performs it. Steps that depend on
earlier ones stay locked until those are done, and the ones that do not apply to
your school can be skipped.
It is a permanent entry in the sidebar, not a pop-up. You cannot dismiss it away
and then be unable to find it again, which is the whole reason it lives there.
Tip
The guide checks the real data, not a tick-box. If you create your grades outside
the guide, the “Add your grades” step marks itself complete on its own. You cannot
end up with a checklist that disagrees with your school — and once your school is
fully set up, the guide simply reports that there is nothing left to do.
From the Alviyora home page, choose Register your school. You give the school
name, contact details and address, and create the first administrator account —
yours.
Alviyora then emails you a verification link and texts you a six-digit code, and
holds you on Verify your account until you have used both. This is the one
account nobody at the school can vouch for, so both contact details are proved
before anything else happens — they are how you get back in if you are ever
locked out, and how your sign-in codes reach you.
Typed the wrong number or address?
Choose Change on that card, enter the correct email address or phone number
and your password, then save. Alviyora sends a fresh link or code to the new one
straight away; anything sent to the old one stops working. The phone number has
to be able to receive SMS — a WhatsApp-only number never gets the code. If you
change your email address, sign in with the new one from then on.
Only the person registering the school does this
Staff, learners and guardians are added by an administrator who has already been
through it, so they are never held on that screen. They still get a verification
email, and it is still worth clicking.
Create the current academic year and mark it as the current one. Registers,
timetables, homework and marks are all filed under a year, and very little works
properly until one exists and is marked current.
Add every grade your school teaches — Grade R through Grade 12, or whatever your
school actually uses. Grades are the backbone of classes, timetables and the
daily register.
If a grade runs more than one class — 8A and 8B — add them as sections under
that grade. If each grade is a single class, skip this; the system copes with a
grade that has no sections.
A timetable is built out of periods: Period 1, Break, Period 2 and so on, each
with a start and end time. Mark the breaks as breaks. Alviyora refuses a timetable
upload until periods exist.
Manage Users, or Staff → Bulk Upload for a spreadsheet.
Someone added one at a time gets a temporary password and can sign in straight
away. A spreadsheet upload emails each person an invitation to confirm their ID
number and choose their own password, so there is nothing to hand out. Do this after your subjects and grades exist — the add-staff form carries a
teaching-assignment picker, and using it saves you assigning every teacher by
hand later.
Grade 8 does Maths and English; Grade 12 does Maths and Physics. Bulk enrolment
reads this list, so with nothing defined here, enrolling a whole class silently
enrols nobody.
Until a teacher is assigned to a subject and a grade, their class picker on the
daily register is empty and the timetable cannot show who teaches what.
A learner with no grade is invisible: they will not appear on any register, will
not receive homework and will not have a timetable. The bulk upload handles this
for you if the Grade column is filled in.
Enrolment is what lets a mark attach to the right learner in the right subject.
Use bulk enrol to do a whole grade at once.
Say how many periods each subject needs — optional#
Timetable → Generate.
Tell Alviyora how many lessons a week Grade 8 Maths gets, whether any run as a
double period, and which subjects need a special room. The generator uses this to
build a timetable for you. Skip it and you will upload timetables by hand instead.
Upload a spreadsheet per class — rows are school days, columns are your periods —
or run the generator. Teachers are filled in automatically from their class
assignments.
Alviyora starts you on Monday to Friday with a short grace period before someone
counts as late. Staff clock-in reads these, so make them match your school.
For a school importing from spreadsheets, the structure — years, grades, classes,
subjects, periods — is about half an hour. The imports themselves depend on how
clean your data is; the validator shows every problem row before it writes
anything, so most of the time goes on fixing the spreadsheet rather than on
Alviyora.
