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School Administrator Guide

Complete Guide for School Administrators

Everything you need to know to set up and manage your driving school effectively using AutoviaTest.

Getting StartedManaging StudentsManaging InstructorsFleet ManagementScheduling LessonsPackages & PricingPayments & InvoicingCertificatesAnalytics & ReportsAI FeaturesCommunicationsSettings & Configuration

Getting Started

Setting Up Your School

  1. 1Sign up for AutoviaTest and create your account
  2. 2Enter your school information (name, address, contact details)
  3. 3Upload your school logo for branding
  4. 4Configure your business hours and time zone
  5. 5Set up your lesson types and durations

Inviting Team Members

  1. 1Go to Settings → Team
  2. 2Click 'Invite Member' and enter their email
  3. 3Assign a role (Admin, Manager, or Staff)
  4. 4They'll receive an email to join your school
  5. 5Manage permissions for each role as needed

Managing Students

Adding Students

  1. 1Navigate to Students page from the sidebar
  2. 2Click 'Add Student' button
  3. 3Enter student details (name, email, phone)
  4. 4Optionally add parent/guardian information
  5. 5Set preferred instructor if applicable

Bulk Import

  1. 1Click 'Import' button on Students page
  2. 2Download the template CSV file
  3. 3Fill in student information
  4. 4Upload the completed file
  5. 5Review and confirm the import

Sending Portal Invitations

  1. 1Find the student in your list
  2. 2Click the actions menu (three dots)
  3. 3Select 'Send Portal Invite'
  4. 4Student receives email with login link
  5. 5Track invitation status (Pending, Accepted, Expired)

Bulk Invitations

  1. 1Use checkboxes to select multiple students
  2. 2Click 'Invite Selected' button that appears
  3. 3Confirm the list of students
  4. 4All selected students receive invitations

Managing Instructors

Adding Instructors

  1. 1Go to Instructors page
  2. 2Click 'Add Instructor'
  3. 3Enter details (name, email, license number, license expiry)
  4. 4Set hourly rate and specializations
  5. 5Add instructor bio (shown to students)

Setting Availability

  1. 1Open instructor profile
  2. 2Go to 'Availability' tab
  3. 3Set available days and time slots
  4. 4Instructors can also manage this from their portal

Tracking Performance

  1. 1View instructor dashboard metrics
  2. 2See total lessons, hours taught, average rating
  3. 3Monitor student pass rates
  4. 4Review student feedback and ratings

Fleet Management

Adding Vehicles

  1. 1Navigate to Vehicles page
  2. 2Click 'Add Vehicle'
  3. 3Enter vehicle details (make, model, year, license plate)
  4. 4Set transmission type (manual/automatic)
  5. 5Add registration and insurance expiry dates

Maintenance Tracking

  1. 1Set maintenance schedules for each vehicle
  2. 2Receive alerts before maintenance is due
  3. 3Track maintenance history
  4. 4Mark vehicles as 'Maintenance' status when needed

Vehicle Assignment

  1. 1Assign vehicles to specific lessons
  2. 2Track vehicle availability in real-time
  3. 3View vehicle utilization reports

Scheduling Lessons

Creating Lessons

  1. 1Go to Lessons or Calendar page
  2. 2Click 'New Lesson' or click on a time slot
  3. 3Select student, instructor, and vehicle
  4. 4Choose date, time, and duration
  5. 5Add lesson type and any notes

Managing Lesson Requests

  1. 1Students can request lessons through their portal
  2. 2Requests appear in your dashboard
  3. 3Review request details and preferences
  4. 4Approve and schedule, or reject with reason

Lesson Status Tracking

  1. 1Scheduled - Lesson is confirmed
  2. 2In Progress - Currently ongoing
  3. 3Completed - Finished successfully
  4. 4Cancelled - Cancelled by school/student
  5. 5No Show - Student didn't attend

Packages & Pricing

Creating Packages

  1. 1Go to Packages page
  2. 2Click 'Create Package'
  3. 3Set package name and description
  4. 4Define number of lessons included
  5. 5Set total price and validity period

Assigning to Students

  1. 1Open student profile
  2. 2Go to 'Packages' tab
  3. 3Click 'Assign Package'
  4. 4Select package and start date
  5. 5Track lessons used vs remaining

Payments & Invoicing

Recording Payments

  1. 1Go to Payments page
  2. 2Click 'Record Payment'
  3. 3Select student and amount
  4. 4Choose payment method (cash, card, bank transfer)
  5. 5Add reference number if applicable

Managing Invoices

  1. 1Invoices are generated automatically
  2. 2Each invoice has a unique number
  3. 3Track payment status (pending, paid, overdue)
  4. 4Send payment reminders to students

Certificates

Issuing Certificates

  1. 1Open student profile
  2. 2Go to 'Certificates' tab
  3. 3Click 'Issue Certificate'
  4. 4Select certificate type (Theory, Practical, Completion)
  5. 5Certificate is generated with verification code

Certificate Types

  1. 1Theory Test Certificate - After passing theory
  2. 2Practical Test Certificate - After passing practical
  3. 3Course Completion Certificate - Full course done

Analytics & Reports

Dashboard Overview

  1. 1View real-time school statistics
  2. 2Track active students and instructors
  3. 3Monitor today's lessons
  4. 4See monthly revenue at a glance

Detailed Analytics

  1. 1Go to Analytics page
  2. 2View lesson completion rates
  3. 3Track instructor performance
  4. 4Analyze revenue trends
  5. 5See student pass rates

AI Features

AI Insights

  1. 1Access AI Insights from dashboard
  2. 2View automated recommendations
  3. 3Identify at-risk students
  4. 4Optimize scheduling with AI suggestions
  5. 5Get fleet utilization insights

AI Scheduling Assistant

  1. 1Let AI suggest optimal lesson times
  2. 2Balance instructor workloads
  3. 3Maximize vehicle utilization
  4. 4Consider student preferences automatically

Communications

Messaging

  1. 1Access Messages from sidebar
  2. 2View conversations with students/instructors
  3. 3Send messages directly from platform
  4. 4Track read status

Notifications

  1. 1Configure automatic notifications in Settings
  2. 2Set up lesson reminders
  3. 3Enable payment reminders
  4. 4Birthday notifications for students

Settings & Configuration

School Settings

  1. 1Update school information
  2. 2Upload logo and set brand colors
  3. 3Configure business hours
  4. 4Set default lesson durations

Portal Settings

  1. 1Enable/disable student portal
  2. 2Enable/disable parent portal
  3. 3Enable/disable instructor portal
  4. 4Configure what each portal can access

Booking Settings

  1. 1Set minimum booking lead time
  2. 2Configure cancellation policies
  3. 3Enable waiting lists
  4. 4Set auto-confirm for bookings

Pro Tips

Get the most out of AutoviaTest with these helpful tips

Use Bulk Import

Save time by importing students from spreadsheets instead of adding them one by one.

Set Up Packages First

Create your lesson packages before adding students so you can assign them immediately.

Enable All Portals

Give students, parents, and instructors access to their portals to reduce administrative work.

Check AI Insights Daily

AI recommendations can help you identify issues before they become problems.

Important Notes

  • Always keep instructor license information up to date to ensure compliance
  • Track vehicle insurance and registration expiry dates to avoid lapses
  • Regularly review AI insights to optimize your school's operations
  • Enable portal access for all users to reduce manual administrative tasks

Ready to start?

Set up your driving school on AutoviaTest and start managing your operations more efficiently today.

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