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Signing in and your account

Passwords, email verification, staying signed in, switching schools and signing out a lost phone.

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Your Alviyora account belongs to you, not to your school. It follows you between schools, survives a change of role, and is the thing every permission in the system hangs off. This page covers getting into it, staying in it, and getting out of it safely.

The sign-in screen. The same one for every role — what you see afterwards is what differs.

Getting your account in the first place

You do not create your own account unless you are the person registering the school. Everybody else is added by their school:

  • Staff are added by an administrator, one at a time or by spreadsheet import.
  • Learners and guardians are added the same way. Guardians are often created automatically as a side effect of importing learners, since the learner spreadsheet has guardian columns.
  • A school registering itself creates its first administrator during registration.

How you first get in depends on how you were added:

  • Added by spreadsheet: you get an email inviting you to set up your account. Open the link, confirm your ID or passport number, and choose your own password. The link works for 7 days and allows 3 tries at the ID number. A learner without an email is invited through a parent’s inbox; the parent sets it up, and the last screen shows the username the learner signs in with.
  • Added one at a time: the school gives you a temporary password. Sign in with it and change it the first time you are in.

Learners without an email address

Younger learners frequently have no email address. Alviyora issues them a username instead — something like amanda.ntuli.1747 — which works in the same field as an email. An administrator can see and reset it from the learner’s profile under Account access.

Change the username and password you were given

An account created for you by the school arrives on credentials somebody else picked: a generated username if you have no email address, and a password nobody chose to be memorable. Both are yours to change, and you do not need an administrator for either.

The first time you sign in, a bar across the top says so and links to the right page. It disappears for good once you have changed either one.

Settings → Username and Settings → Password.

Pick a username you will actually remember

Letters, numbers and . _ - are allowed, no spaces, at least four characters. Alviyora tells you immediately if it is already taken.

Pick a password

You will need your current one — the one the school gave you — to set a new one.

Use the new details next time

You stay signed in everywhere you already are. The old username stops working immediately, so if you have it written down somewhere, update it.

A username is not an email address

You may not take an email address that is not your own, because Alviyora treats usernames and email addresses as one namespace — the address belonging to a colleague or a parent is theirs, whether or not they have signed up yet. Your own address is fine.

Learners: this is the one you cannot undo yourself

If you have no email address on file, forgotten-password recovery has nowhere to send anything, so an administrator has to reset it for you. Choosing a password you will remember is therefore worth more to a learner than to anybody else — and so is telling the office an email address, if you have one.

Verifying your email

New accounts get a verification email. Click the link in it. Until you do, some parts of the system are restricted, and password recovery cannot reach you.

If it never arrived:

  • Check spam. Verification mail comes from Alviyora’s own sending domain and is occasionally filtered on the first message.
  • Confirm the address on file is the right one. An administrator can see it on your profile.
  • Ask an administrator to trigger the email again.

If the link points somewhere odd

A verification link should point at the site you actually use. If a link lands on localhost or on an address you do not recognise, do not click it — report it to your administrator. Alviyora builds these links from the site the request came from, checked against a list of permitted addresses, precisely so that a link in an email cannot be pointed anywhere else.

Signing in

Go to your school’s Alviyora address

Everyone at a school uses the same web address. There is no separate app to install — it is a website, and it works on a phone browser exactly as it does on a laptop.

Enter your email or username, and your password

Passwords are case-sensitive. Usernames are not.

Decide about “Remember me”

Ticked, your session survives closing the browser. On a shared or school-owned computer, leave it unticked.

Enter your sign-in code

Alviyora asks for a six-digit code as well as your password. Choose whether it comes by email or by text message, fetch it, and type it in. See below.

Choose your school, if you have more than one

If your account is attached to more than one school, you land on a school picker before the dashboard. Pick the one you are working in right now.

Only people attached to more than one school ever see this screen. Your role at each school is shown under its name.

Sign-in codes

Your password is not enough on its own. After it is accepted, Alviyora asks for a six-digit code and sends it wherever you say — your email address or your phone, whichever suits where you are standing.

Pick email or text message

Both are listed with the address partly hidden — t•••o@school.com, ••• ••• 048 — so you can tell which of yours it is without the screen showing anybody else your details. If your account only has one of the two, the code is sent straight away and there is nothing to pick.

Fetch the code and type it in

It is good for about ten minutes and works once. Send another code if it does not arrive; Use a different method if the phone is the problem and the email is not.

A code you did not ask for means somebody has your password

The code alone lets nobody in, and it expires by itself — so there is nothing to do about the message. There is something to do about the password: change it, and tick sign out of all other devices while you do.

Nobody from Alviyora or from your school will ever ask you to read a code out. Anyone who does is not who they say they are.

This is on for every account, and it is the reason a leaked or reused password is not by itself enough to open a school’s records. You can turn it off for your own account in Settings — see Personal settings — but on a system holding children’s records, leaving it on is the right answer for almost everybody.

Accounts with neither an email address nor a phone number on file — some younger learners — are not asked for a code, because there would be nowhere to send it. Adding either turns it on for them.

Switching schools later

You are not stuck with the school you picked. Switch school sits at the bottom of the sidebar, under your name. Switching re-scopes everything — sidebar, permissions, data — to the other school.

Tip

If a menu item, a class or a learner has “disappeared”, check the school name at the bottom of the sidebar first. Being in the wrong school is by far the most common explanation, and it looks exactly like a permissions problem.

Forgetting your password

Use Forgot password? on the sign-in screen. You will be emailed a reset link. The link is single-use and expires, so request a fresh one rather than reusing an old email.

If you cannot receive the email at all — wrong address on file, no mailbox — an administrator at your school can reset your password for you from your profile. That issues a new temporary password, and it signs out every device your account was signed in on.

Staying signed in, and being signed out

Alviyora signs you out after a period of inactivity, and warns you before it does so, giving you a chance to stay. This is deliberate on a system holding learner records: a browser left open on a staffroom machine should not stay open all afternoon.

Your session also ends when:

  • You sign out yourself.
  • You change your password — every other device is signed out.
  • An administrator resets your password.
  • You sign that device out from another one (see below).

Devices

Settings → Devices lists every device your account is currently signed in on, with when each one last did something. Any of them can be signed out from here.

This is what to use when a phone is lost or a laptop is left at a school you have left. Signing a device out is immediate and does not require access to that device.

Settings, where password, language, theme and signed-in devices all live.

One account, several schools

Email addresses are unique across the whole of Alviyora, not per school. A teacher who works at two schools has one account and one password.

That has one visible consequence: a school cannot add you to its staff list by typing your email address. It has to send you an invitation, which you accept or decline from Invitations. Until you accept, nothing about your account has changed and the school has gained nothing.

The mirror case — a school already has a record for you, and it turns out to belong to a second account you created yourself — is handled by account linking, which likewise does nothing until you confirm it from the mailbox that owns the address.

Invitations and account linking Bringing in someone who already has an Alviyora account, and merging a duplicate login.Your personal settings Password, language, theme, and every device your account is signed in on.Troubleshooting The dozen things that actually go wrong, and what each one means.