This article walks through the tasks you will do most often in Altivo, each one end to end - from recording a new deal in a single flow to the end-of-year review.

Day-to-Day Workflows

Workflow 1: Recording a new sponsorship deal - the quick way

For a complete deal with a new sponsor, use Quick Add in the top bar. It creates the sponsor, the sponsorship and the allocations in one flow, so you do not have to move between three pages.

1. Click + Quick Add in the top bar

2. Step 1 - Sponsor. Enter their name and contact details, or pick an existing sponsor

3. Step 2 - Sponsorship. Enter the value and choose the contribution type: Cash, Goods or Services. Set the date received and the agreement period

4. Step 3 - Allocations. Choose which assets the sponsor receives, with dates and units. Altivo suggests a pro-rata value which you can accept or override

5. Step 4 - Review. Check everything, then save. All records are created together

If anything fails, nothing is saved. The whole deal is created as one unit, so you will never end up with a sponsor but no sponsorship.

Workflow 1b: The same thing, page by page

Use this when you are adding to an existing sponsor, or when the deal does not fit neatly into the wizard.

1. Check whether the sponsor exists. Search on the Sponsors page. If they are there, skip to step 3

2. Create the sponsor. Sponsors, then + Add Sponsor. Set the status to Active if the deal is confirmed, or Prospect if you are still talking

3. Record the sponsorship. Sponsorships, then + Add Sponsorship. Select the sponsor, add the contributions, and set the purpose and dates. Altivo generates a sponsorship number, and a Section 18A reference if your school has a PBO number and the contribution is cash

4. Allocate the assets. Allocations, then + Add Allocation. Pick the sponsor and asset, set the dates and units, accept or override the suggested value

5. Check the dashboard. The sponsor should appear in your revenue figures and the allocated assets should show fewer available units

Set the date received accurately. It drives which period the revenue appears in on your dashboard, and it is the date SARS matching relies on for Section 18A.

Workflow 2: Handling an enquiry from the Sponsor Portal

1. Check New Requests in the sidebar. The badge shows how many are waiting

2. Expand the enquiry to see who submitted it and which asset they are interested in

3. If it is genuine, click Accept. A sponsor record is created with the status Prospect

4. Contact them to discuss terms

5. Once agreed, follow Workflow 1b from step 3

6. Change the sponsor's status from Prospect to Active

Workflow 3: Weekly allocation review

Altivo emails you about expiring items on Tuesdays and Thursdays, so this review is a second pair of eyes rather than your only warning.

1. Open the Admin Dashboard

2. Look at Expiring Allocations. Red means under 30 days, amber under 60

3. For anything red, contact the sponsor about renewing or completing

4. Mark finished work as Fulfilled. Allocations past their end date move to Expired on their own, so you do not have to chase the housekeeping

5. Check Outstanding Allocations for sponsors with work still to deliver

The notification bell in the top bar shows the same expiring items, so you can catch them without opening the dashboard.

Allocation statuses

Workflow 4: Reviewing unallocated value

Unallocated value is money a sponsor has committed that you have not yet matched to anything they receive. It is worth reviewing monthly - it usually means either a sponsor is under-served or an allocation was never recorded.

1. The Unallocated Value card on the dashboard links straight to Allocations

2. Open individual sponsor pages to see who has a balance

3. Check the Assets page for what is still available

4. Create allocations to match the value to assets

5. If nothing suitable exists, that is a signal to add new inventory

Workflow 5: Importing existing data

You do not have to retype a spreadsheet you already keep.

1. Go to Onboard / Import in the sidebar

2. Choose what you are importing. Import in the order shown - assets, then sponsors, then sponsorships, then allocations - because allocations refer to all three

3. Upload a CSV or Excel file, or download a template first

4. Check the suggested column matches. Anything you leave unmapped is not imported

5. Read the Clean Data step. Altivo tidies currency, dates and Afrikaans month names, and tells you what it changed

6. Check the Preview, then import

A large file takes about a minute per sixty rows. That is deliberate - Altivo paces itself so nothing is dropped. Leave the tab open.

If some rows fail, only those rows fail. Fix them in your spreadsheet and import just those, rather than the whole file again.

Workflow 6: End-of-year review

1. Open the Dashboard and set the date filter to the year. Note total revenue, sponsor count and asset utilisation

2. Check the fulfilment rate on the Admin Dashboard

3. Look for Active sponsors with nothing recorded this year and consider marking them Lapsed

4. Confirm delivered work is marked Fulfilled

5. Ask the AI Assistant to summarise the year for your School Governing Body

6. Export what you need for reporting - Momentum and Excellence plans include CSV and PDF export

Quick reference

Frequently asked questions

Should I use Quick Add or the individual pages?

Quick Add for a complete new deal - it is faster and creates everything together. The individual pages when you are adding to a sponsor who already exists, or editing something.

How often should I check New Requests?

Daily if you can, or a few times a week at minimum. A potential sponsor who has taken the trouble to enquire expects a prompt reply, and delay costs deals.

Do I have to mark allocations as expired myself?

No. Altivo marks them Expired once the end date passes. You do still need to mark completed work as Fulfilled, because only you know when it was actually delivered.

Which sponsors need my attention?

Three signals: red items in Expiring Allocations, sponsors in Outstanding Allocations with work still to deliver, and anyone with a high unallocated value - that is committed money sitting idle.

What is the quickest way to understand how we are doing?

Open the AI Assistant from the bottom-right of any page and ask. It reads your live data and answers in plain language - useful for a quick check or for drafting a report.

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