Alviyora

People

Invitations and account linking

Bringing in someone who already has an Alviyora account, and merging a duplicate login.

Written for School admin
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An email address identifies one human across the whole of Alviyora, not one person per school. That is what lets a teacher who works at two schools keep a single login — and it is why adding somebody who already has an account works differently from adding a stranger.

Two situations, two mechanisms. Both share one property: nothing happens until the person themselves says yes.

Two panels: what your school has sent, and what has been sent to you.

Situation one: they already have an account

You type their email into Add Staff and get:

That email is already in use.

They have an Alviyora account — from a previous school, or as a parent at yours. The answer is not a second address. It is an invitation.

Send the invitation

From Manage Users, choose to invite rather than create. Give the email address and the roles they should hold at your school.

Nothing is created yet

No staff record, no access, no appearance on your staff list. A pending invitation grants nothing at all — it is an offer, not a fact.

They accept or decline

The invitee sees it under Invitations when they next sign in, and receives an email. Accepting creates their affiliation with your school and the roles you offered. Declining ends it.

It expires after 14 days

Long enough to survive a weekend and a busy week. A forgotten invitation lapses rather than sitting open forever.

Why not just attach them?

Because a school admin who could bind any email address into their school could also make a stranger’s name appear on that school’s staff list — quietly asserting a relationship that person never agreed to. Slack, GitHub and Notion all draw the line in the same place, for the same reason.

Managing what you have sent

The Invitations screen shows your school’s outstanding invitations with their status: pending, accepted, declined, revoked or expired. A pending one can be revoked.

Only one pending invitation can exist per email address per school. Sending a second while the first is open is a duplicate, not a new offer — revoke the first or let it lapse.

Situation two: they have two accounts

The mirror case. Your school already has a record for someone — say a teacher you created last year — and it turns out they also have their own Alviyora account under a different address. You edit their profile to the correct email, and:

That email belongs to another account.

This raises an account link request. Confirming it re-homes your school’s record onto their real account, so they sign in once and see everything.

Edit the profile with the correct email

The request is created by that edit. Nothing moves yet.

They confirm it from that mailbox

They have to be signed in to the account that owns the address and click through from the email. Receiving the mail is not enough — proving they hold that account is.

Everything comes with it

Their profile, roles, attendance history, marks and notes all follow, because those are attached to the school record rather than to the login. Nothing is retyped and nothing is lost.

The empty account is retired

If the account being vacated has no other active school attached, it is deactivated.

It expires after 7 days

Shorter than an invitation, deliberately: this hands over an existing identity’s history rather than offering a role to opt into, so a request nobody acted on should lapse and be re-triggered rather than stay live in an old inbox.

This cannot be done unilaterally

An administrator cannot type a stranger’s email into a profile they control and pull that stranger’s other-school history into reach. The confirmation is the whole safeguard, and there is no way around it — including for you.

Receiving an invitation yourself

Invitations in the People group has a panel for invitations addressed to you, and that panel is visible to everybody regardless of role — you do not need any permission to see what has been offered to you.

Each shows the school, the roles offered and who sent it. Accept attaches you to that school; you will then see it in the school picker and can switch between them freely. Decline ends it.

Declining does not tell the school anything beyond the status changing. If you were invited by mistake, decline it and say so directly.

After accepting

You now hold affiliations at more than one school, which changes two things:

  • You land on a school picker when you sign in.
  • Switch school appears at the bottom of your sidebar.

Everything else — your data, your permissions, your language, your theme — re-scopes to whichever school you are currently in.

Signing in and your account Passwords, email verification, staying signed in, switching schools and signing out a lost phone.Adding staff, learners and guardians One person at a time, with the right roles and the right first-sign-in details.Roles and permissions Why two people see two different schools, and how to build a role that fits your staff.