Alviyora

Communication

The parents portal

What a guardian sees when they sign in, and how children get linked to them.

Written for School adminGuardian
On this page

This page has no sections.

A guardian signs in to the same Alviyora as everybody else and sees a completely different school: their own children, and nothing about anybody else’s.

This page is written for both sides — the administrator setting it up, and the parent using it.

Who can do this

View Parents Portal, which is held by the Guardian role and, deliberately, by no other default role. Administrators do not see the portal — they see the same information from the learner and finance screens instead.

What a guardian sees

A card per child. Name, grade and class, with the child’s headline figures: attendance, overall average, and whether anything needs attention.

Children who need attention are sorted to the top. A parent of four should not have to scan four cards to find the one whose marks have dropped.

Opening a child gives:

AttendanceDay by day, from the daily register — present, absent, late, excused
ResultsEvery published assessment in every subject, with marks and averages
HomeworkWhat has been set, what is due, and whether the learner has ticked it off
TimetableTheir class’s week
AnnouncementsEverything addressed to Everyone or to Guardians
FeesWhere the school collects fees through Alviyora

Published only

A guardian sees an assessment when the teacher publishes it, not when the marks are entered. A half-marked class is invisible until it is finished. See Assessments, marks and reports.

Linking children to guardians

This is the part that determines whether the portal works at all, and it is an administrator’s job.

A guardian–learner link carries a relationship: mother, father, legal guardian, stepmother, stepfather, grandparent or other. It is created:

  • On the learner’s profile, one at a time.
  • Through the learner spreadsheet import, using the Guardian columns.
  • Through the guardian spreadsheet import, using Learner ID Numbers.

Any number of guardians can hold any number of learners. Neither direction is a special case.

Siblings, one parent, one account

In the learner import, give two learners the same Guardian ID Number and they link to one guardian account. That parent signs in once and sees both children.

Leave that column blank and you get one guardian record per child — the same human, two logins, neither of which shows the whole family. Fixing it afterwards means account linking.

Getting parents signed in

The practical problem is not the software; it is the parents. Three things help:

  1. Get the email address right at the point of import. A wrong address is a parent who never receives their invitation and never appears.
  2. Send the details by SMS. Parents who will not open an email reliably read a text.
  3. Accept that some will not. The portal is one channel. SMS is the one that reaches everybody, which is why the two exist together rather than one replacing the other.

Fees

Where a school collects fees through Alviyora, guardians marked as billing contacts see what is owed, what has been paid, and their payment schedule.

A learner can have several billing guardians with the invoice split between them — each one’s share is a percentage, and a learner’s shares have to add up to exactly 100%. See School fees.

What a guardian cannot see

Worth being able to say plainly to a parent who asks:

  • Other children. Not their child’s classmates, not their marks, not their attendance.
  • Unpublished marks.
  • Staff notes. The note trail on their child’s profile is internal to the school.
  • Anything about staff.

When a parent says something is missing

Almost always one of three things:

  1. They are not linked to the child. Check the learner’s profile for the guardian link.
  2. They have two accounts. They created one themselves and the school made another. See account linking.
  3. Nothing is published. Marks are entered but not published, so there is correctly nothing to see.
For parents and guardians Following your child — attendance, marks, homework, announcements and fees.Adding staff, learners and guardians One person at a time, with the right roles and the right first-sign-in details.School fees Fee structures per grade, optional extras, payment schedules and who gets the invoice.