People
Profiles and staff notes
What each profile holds, who may see which parts, and the private note trail on a person.
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Every person at your school has a profile, and the profile is where you end up when you click a name anywhere in the system — a register, a staff list, a search result. It gathers everything about that person in one place, with different parts visible to different people.
What is on a profile
The header — name, role at this school, class, and the school itself. Two buttons sit here: Edit profile, and SMS Parent where the person is a learner with a reachable guardian.
Personal — gender, ID number, date of birth, home language. For staff, also title, employee number and qualification.
School — which school, which class, and the date they started.
Account access — the username or email they sign in with, and Reset Password. Resetting issues a new temporary password and signs the person out of every device, which is what you want when a password has been shared or a phone lost.
Reassign grade — for learners, the grade and class they sit in, changeable from here. There is a shortcut to create a new class in the grade if the one you need does not exist yet.
Notes — the staff note trail, covered below.
Learner profiles also carry emergency contacts, home address, previous school, medical aid number and allergies where those were filled in.
Who can see what
Three permissions divide this up, and the division is deliberate:
| Permission | What it shows |
|---|---|
| View Basic Profiles | The profile card — name, role, class, school. Everyone at the school holds this |
| View Full Profiles | Everything, sensitive fields included: ID number, address, medical aid, allergies |
| Edit Learner Profiles | The ability to change any of it |
Teachers hold View Basic Profiles by default and not the other two. A teacher can see who is in their class and reach the SMS button; they cannot read a learner’s medical aid number or edit their date of birth. Both of those stay with administrators unless your school grants the wider permissions to a role it builds itself.
Staff notes
At the bottom of every profile is a note trail: dated, attributed observations that staff write about a person.
This is what it is for:
- “Spoke to mother 12 March about the Friday absences — transport problem, being sorted.”
- “Struggling in Maths since the move to 9C. Worth watching.”
- “Collected by grandmother on Wednesdays.”
And what it is not for: anything you would not be comfortable reading aloud to the person’s family. Notes are internal, but they are not secret — they are part of the record and they outlive you.
Who can read and write them
| Permission | |
|---|---|
| View Notes | Read the trail |
| Manage Notes | Write, edit and delete notes |
Teachers hold both by default. They are the people with something worth writing down, and a note trail only teachers can read but not add to is worth very little.
Admin-only notes
A note can be marked admin only. Those are invisible to teachers no matter what permissions their role holds — the check is on the note itself, not on the role.
Use it for anything genuinely sensitive: a disciplinary matter in progress, a custody arrangement, a safeguarding concern.
Editing a profile
Edit profile opens the fields for change. Two of them behave specially:
Email. Changing someone’s email to an address that already belongs to another Alviyora account does not just move it. It raises an account link request, and nothing happens until the person who actually owns that mailbox confirms it. See Invitations and account linking.
Grade and class. Moving a learner is done from Reassign grade rather than by editing a text field, so the grade and class you pick are ones that actually exist. Historical attendance and marks stay attached to the old class — reports about last term do not silently rewrite themselves.
Your own profile
Everyone can open their own profile from the menu under their name. What you can change about yourself is deliberately narrow: contact details and your photo, not your role, your grade or your school. Those belong to the school, and changes to them are recorded.