The catalogue of what you teach, separate from when you teach it. A course defines the subject and its levels. A class is one scheduled instance of it. Define the course once and every class built from it inherits the structure.
Courses
What is a course?
A course represents a subject or discipline your school offers - for example, Piano, English, or Ballet. Think of a course as the 'what you teach'. It defines the curriculum, skill area, or activity, but not the specific schedule or group of students. That's what a class is for: a class takes a course and adds an instructor, a time slot, a room, and a group of enrolled students. Create your courses first, then build classes around them.
The Courses screen in alinaflow
Define what you teach once. A course holds the subject, its levels and the skills tracked against it, and every class built from it inherits that structure. Getting the course right is worth the time, because changing it later means touching every class underneath.
Adding a new course
The new course form
Inside a course record
A course record
Key fields
Format - Determines how lessons are scheduled. 'Weekly' repeats every week on a fixed day. 'Weekly by Term' follows the same weekly pattern but resets each academic term. 'Specific Dates' is for workshops, masterclasses, or any course with individually-set session dates.
Enrollment Policy - Controls when students can join a class for this course. 'Open' means students can enroll at any time during the course. 'Before Start' only allows enrollment before the first lesson - useful for term-based programs where late entry doesn't make sense.
course Type - Categorizes this course (e.g., Individual, Group, Workshop). Useful for filtering and can also determine default pay grades and fees.
Default lesson Duration - The standard length (in minutes) for each lesson of this course. Used as a default when scheduling classes.
Minimum Age - Optional. students below this age can't enroll in this course.
Maximum Age - Optional. students above this age can't enroll in this course.
Levels & Skills
What is a level?
A level represents a skill or knowledge tier within a course - for example, Beginner, Intermediate, and Advanced. levels help you organize student progression, group students by ability in classes, and track advancement over time. Each level is linked to a course, so 'Beginner' in one course and 'Beginner' in another are separate levels. Assign levels to your courses first, then you can track each student's current level.
The Levels & Skills screen in alinaflow
Levels are the ladder a student climbs within a course, and skills are what they demonstrate to move up. Define them in order, because the system treats a level change as a dated event rather than a label swap, which is what makes progression reportable.
Adding a new level
The new level form
Key fields
course - Which course this level belongs to. Each level is specific to one course.
Number - Determines the progression sequence. Lower numbers come first (e.g., Beginner = 1, Advanced = 3).
Study Materials
What are study materials?
Study materials are files and documents your school can share with students and instructors - for example, documents, videos, worksheets, or reference materials. Each material can be associated with specific courses and levels, so students only see what's relevant to what they're learning. Upload files here and they become available through the portal.
The Study Materials screen in alinaflow
Shared teaching material attached to a course or a level: sheet music, worksheets, reference videos. Uploading here means every teacher on that course sees the same material, rather than each keeping their own copy.
Adding a new study material
The new study material form
Inside a study material record
A study material record
Key fields
course - Which course(s) this material is relevant to. Leave empty if it applies to all.
level - Which level this material targets. Helps show the right materials to each student.
Status - 'Active' materials are visible in the portal. 'Inactive' hides them without deleting.
Evaluations
What is an evaluation?
An evaluation is a scheduled assessment of one or more students by a panel - instructors and/or admin staff - at a specific time and place. Pick a type (Recital / Audition / Mid-term / Final / Tryout / etc), optionally attach a rubric (categories with weighted criteria), and set up the panel + roster. The lifecycle runs Scheduled → InProgress → Completed/Cancelled. At Finish, each panelist's per-criterion scores get averaged and weighted into a final 0-100 score; staff captures feedback per student and can opt in to issuing a certificate for approved students.
The Evaluations screen in alinaflow
A recorded assessment of a student against the skills in their course. Run them on whatever cadence suits you. A passing evaluation can advance the student to the next level automatically and generate a certificate, so the assessment and its consequences stay in one place.
Adding a new evaluation
The new evaluation form
Inside an evaluation record
A evaluation record
Key fields
Type - Drives the calendar tag, the title token in notifications, and the default certificate body. Configured per workspace under evaluation types.
Mode - Group: many students on the same slot (recital, group exam). Individual: one student per slot - staff schedules N parallel evaluations for N students when needed.
Rubric - Optional structured scoring grid (categories + criteria + weights). When attached, the per-panelist scores feed RubricScoreCalculator at Finish; the snapshot is frozen at scheduling so later edits to the template don't affect historical grading.
Panel - Instructors and/or admin staff who will score the students. Each panelist enters scores on their own - averages happen at Finish.
students - Roster locked after Start (no swapping mid-evaluation). Staff can mark no-show per student from the InProgress view.
Outcome - At Finish, every student ends up Approved / NotApproved / NotShown. Optional 'Issue certificate' checkbox per student mints a certificate row routed through the same flow as manual issuance.
Rubric Templates
What is a rubric template?
A reusable structured scoring grid: weighted categories that each contain criteria scored 0-100. Attach a template to an evaluation at scheduling time and the per-panelist scores feed RubricScoreCalculator at Finish to produce a single weighted 0-100 score per student. The template snapshot is frozen at scheduling so later edits don't affect historical grading.
The Rubric Templates screen in alinaflow
The reusable scoring structure an evaluation uses, so two teachers assessing the same level are marking the same things. Build the rubric once and pick it when you create the evaluation.
Adding a new rubric template
The new rubric template form
Inside a rubric template record
A rubric template record
Key fields
Categories - Each carries a weight (sum to 100) and a list of criteria. The weight controls how much the category contributes to the overall score.
Min pass score - The threshold the final weighted score must clear for a student to be marked Approved. Default 60%.
Snapshot at scheduling - The template's structure is copied onto the Evaluation when scheduled, so editing the template later won't change scores already entered.
Certificates
What is a certificate?
A workspace-branded PDF awarded to a student from one of three sources: a passed Evaluation, a Course completion, or staff-issued manually. Each certificate carries a unique unguessable code that powers a public validation URL - anyone with the URL (typically via QR code on the printed cert) can verify authenticity without logging in. Certificates are immutable post-issuance: title, body, and signers are pinned. Revoking flips a flag; the public page still resolves but shows REVOKED. Workspace branding (school name, header, footer, default signer) lives on Workspace settings and applies to every PDF.
The Certificates screen in alinaflow
Issued when a student completes a level or passes an evaluation. Each carries a QR code that validates it, so a family can prove the certificate is real without you having to confirm it by email.
Inside a certificate record
A certificate record
Key fields
Title - Pinned at issuance. Shows large + bold on the PDF, in the certificates list, and in the public validation page.
Body - Free-text. For course-completion certs, supports the tokens student/course/level. For evaluation-source certs, the lifecycle handler fills in a default body referencing the evaluation type.
Signers - Optional Instructor signer + optional Staff signer. Both render in italic script-style below the body; falls back to Workspace.CertificateDefaultSignerName when none.
Public validation - Every cert ships with a 32-char random code. The QR points at /certificates/validate/code on the FE. Tampering with the code returns a 'Certificate not found' page.
Source - Manual: staff issued ad-hoc. Evaluation: minted at Finish when staff ticked 'Issue certificate' for an approved student. CourseCompletion: surfaced as a Task when the student's term-format Class.EndDate has passed and Course.IssuesCertificateOnCompletion is true.
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