Alviyora

People

Adding staff, learners and guardians

One person at a time, with the right roles and the right first-sign-in details.

Written for School admin
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Everyone at your school — staff, learners and guardians — is added from one screen: People → Manage Users. It has three tabs, one per kind of person, because the information each needs genuinely differs.

Who can do this

Manage Users to add anybody. View Staff and View Learners to see the lists afterwards. Admin holds all three.

Adding a staff member. The role chips at the top are your school's roles — including any you built yourself.

Adding a staff member

Pick their roles

The chips list every staff role at your school, custom ones included. Tick as many as apply — somebody can be both Principal and Teacher, and they get the sum of both.

Fill in the required fields

First name, last name, email, phone, ID or passport number, date of birth and gender are required for staff.

Phone numbers take a country code — the picker defaults to your school’s country. Type the local number as you would say it.

Add the optional detail if you have it

Title, employee number, qualification, emergency contact, home address, start date. None of these blocks anything; all of them save you a conversation later.

Assign them to classes, while you are here

If the person is a teacher, the form carries a teaching-assignment picker. Using it now is much quicker than coming back to Academics Settings → Teacher Assignments for each teacher afterwards.

This is why the setup order puts subjects and grades before staff.

Save, and hand over the temporary password

Alviyora shows you a temporary password once, on screen, when the account is created. Give it to the person. They sign in with it and change it.

The temporary password is shown once

Copy it before you close the dialog. If it is lost, use Reset Password on the person’s profile — that issues a new one and signs out any devices they were signed in on.

Adding a learner

The Learner tab asks for less: first name, last name, date of birth, gender and grade are the required ones. Everything else — ID number, home language, emergency contact, medical aid, allergies, previous school — is optional.

Two things worth doing at the same time:

  • Put them in a grade and a class. A learner with no grade appears on no register, gets no homework and has no timetable. This is the single most common cause of “the system isn’t showing my learner”.
  • Add a guardian. The learner form can create the guardian and link them in one go, which is far quicker than creating a guardian separately and linking afterwards.

Learners without email addresses

Most primary-school learners have no email. Leave it blank and Alviyora issues a username instead — firstname.lastname.NNNN — which works in the same field on the sign-in screen. It is visible on the learner’s profile under Account access, along with Reset Password.

Login access, in bulk

Learners → Login Access is the screen for handing out sign-in details to a whole class at once, rather than opening forty profiles.

Adding a guardian

The Guardian tab needs first name, last name, email, phone and ID number. The ID number matters more than it looks: it is how siblings are recognised as sharing a parent when you import learners from a spreadsheet.

Each guardian is linked to one or more learners with a relationship — mother, father, legal guardian, stepmother, stepfather, grandparent or other. The relationship is shown wherever the guardian appears, including in the SMS recipient picker, so a teacher sending a message can see who they are writing to.

One guardian can hold many learners, and one learner can have many guardians. Neither is a special case.

Billing contacts

If your school collects fees through Alviyora, one or more of a learner’s guardians is marked as a billing contact and receives the invoices. Where several share the bill, each one’s share is set as a percentage, and a learner’s shares must add up to exactly 100%. See School fees.

Doing this for a whole school

Adding people one at a time is right for the new teacher who started on Monday. It is not right for 2,600 learners in January. For that, use the spreadsheet import — it validates every row and shows you the problems before writing anything.

Importing from a spreadsheet Bring a whole school in from Excel — templates, every column explained, and how errors are shown.Profiles and staff notes What each profile holds, who may see which parts, and the private note trail on a person.Invitations and account linking Bringing in someone who already has an Alviyora account, and merging a duplicate login.

When the email address is already taken

Email addresses are unique across all of Alviyora, so you will occasionally hit:

That email is already in use.

That is not an error to work around by inventing a second address. It means the person already has an Alviyora account, and there are two correct answers depending on which situation you are in — both covered in Invitations and account linking.

Removing someone

People are deactivated, not deleted. A learner who leaves, or a teacher who resigns, keeps their record: their attendance history, their marks and the notes about them all stay attached and stay readable in reports. What changes is that they can no longer sign in to your school and no longer appear on active lists.

This is deliberate. A school that deleted a learner would also delete three years of the evidence it is legally required to keep.