Alviyora

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Set up a new school

From registering your school to a working first day, in the order the system expects.

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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.

The Setup Guide

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.

The order, step by step

Academics Settings is where four of the steps below happen: years, grades, subjects and teacher assignments, each on its own tab.

Register your school

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.

You will receive a verification email. Click the link in it before doing anything else; an unverified account is limited.

Set up this school year

Academics Settings → Years.

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 your grades

Academics Settings → Grades.

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.

Split grades into classes

Academics Settings → Grades.

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.

Add your subjects

Academics Settings → Subjects.

List every subject the school offers. You will attach them to grades and to teachers in the next few steps.

Define your lesson periods

Timetable → Periods.

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.

Add your teachers and staff

Manage Users, or Staff → Bulk Upload for a spreadsheet.

Each person gets a temporary password and can sign in straight away. 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.

Say which subjects each grade takes

Grade Subjects.

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.

Assign teachers to their classes

Academics Settings → Teacher Assignments.

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.

Add your learners

Learners → Bulk Upload, or one at a time from Manage Users.

The spreadsheet import can create guardians at the same time and link them to their children — see Importing from a spreadsheet.

Put every learner in a grade

Learners.

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.

Enrol learners in their subjects

Enrolments.

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.

Build your timetable — optional

Timetable → Class.

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.

Check your school hours

School Settings.

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.

Say hello to your school — optional

Announcements.

Post your first announcement. Everyone you have added sees it on their dashboard the moment they sign in.

What “optional” means here

Three steps above are marked optional and are excluded from the completion percentage:

  • Splitting grades into classes — only if your grades genuinely have streams.
  • Timetable requirements and building the timetable — a school can run attendance, marks and homework with no timetable at all.
  • The first announcement — a nicety, not a dependency.

Everything else is load-bearing. Skipping it does not break loudly; it produces an empty screen somewhere else a week later, which is worse.

The two that catch people out

Grade Subjects and Teacher Assignments. Both look like admin filing and both are the reason something else is empty:

  • No grade subjects → bulk enrolment enrols nobody, silently.
  • No teacher assignments → a teacher’s register class picker is empty, and they will tell you the register is broken.

How long this takes

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.

Where to go next

Years, grades, classes and subjects The scaffolding everything else hangs on. Get this right and the rest follows.Importing from a spreadsheet Bring a whole school in from Excel — templates, every column explained, and how errors are shown.Roles and permissions Why two people see two different schools, and how to build a role that fits your staff.School settings Your school profile, operating hours, and the grace period before someone is late.