FAQ 2018-04-09T11:21:29+00:00

Frequently asked questions

Students must sign waiver 2018-04-14T11:02:58+00:00

When this is selected, in the daily overview now you will see who still needs to sign a hard copy waiver before his lesson starts.

Why is my Ical only showing 1 hour slots? 2018-04-09T11:14:03+00:00

The system doesn’t know time. That’s why, in your agenda, you’ll only see the starting times + 1 hour.

How do I block an instructor? 2018-04-09T11:12:55+00:00

Go to the daily planning – select the tab ‘day planner’ – click on the pen symbol at the instructor. Here you can

1. Block the instructor for something else
2. Add a description
3. Select the amount of hours the instructor should get paid for this

Blocked by group – change instructor 2018-04-03T16:03:44+00:00

If you, as an administrator, change the students to another instructor if the product is blocked by group – the block will not be valid for the next instructor.

You can add this again by clicking on the pen in the ‘start times’ tab.

What are the icons and colors in the daily schedule? 2018-03-29T11:34:06+00:00

People who booked together, have the same icon. The person on top is the head booker.

Every color is 1 instructor.

Does the instructor get notified about his lesson? 2018-03-21T10:49:44+00:00

The instructor will see in his Google / Icloud calendar if there are lessons planned for him. As well he can see this in his account.

This also depends on the setting ‘Planning visible to instructor’ in settings – planning.

The instructor does not get an email or text message (he will go crazy ;))

Until when can a customer book his lesson? 2018-03-21T08:56:12+00:00

This depends on the setting ‘automatically approve courses after’ in the settings in the planning tab.

When selected a time here, the student is not able to book after the selected time.

When selected ‘never’ here, the student can book until the lesson starts. That’s why, in the daily schedule, you can click the button ‘block all slots for tomorrow’ after you approved the lessons.

How does the system count the hours of the instructor? 2018-03-21T10:50:53+00:00

Go to products – select a product. Here you can add the ‘course duration’ in minutes. This is the duration of 1 lesson. Even if you have variants with multiple lessons, it will count the minutes per lesson.

After instructors worked, you can now see how much they worked on Reports –> Payout report.

How does experience work? 2018-03-21T08:43:48+00:00

Every student starts with experience 1. Automatically, after the student had a lesson, the experience will be updated with +1.

You can customize the student’s experience with a positive or negative amount in the daily schedule and in the user’s page (user –> click on the user –> experience in the right bottom)

What does ‘wait for approval’ mean? 2018-03-13T14:37:59+00:00

1 Day prior to the lesson, you can approve the lessons (select the lesson and then click ‘with selected items’ and then choose ‘approve’).

All the customers you approve will now get the email and text ‘course approval notification’ saying where they should go, what they should bring etc. After you dit this the status will change from ‘wait for approval’ to approved.

Another option, for eg., if the weather is not good for the lessons, is to cancel the lesson. When you select ‘release for rescheduling’ – the system will give back the lesson to the customer and send them an email they can now reschedule that lesson again. (the email ‘course cancellation notification’)

Why is there no availability showing on my product? 2018-03-21T11:02:02+00:00

To have availability you need:

  • An instructor who can teach the selected product at the selected location. In the instructor’s account, you can add products and locations.
  • Availability from that instructor on the selected time.
  • A matching rule in ‘product availability’

You can test why there is no availability with the availability tester (go to product availability, then select the tab ‘Availability tester’).

Why do I get more availability than specified? 2018-03-13T14:02:34+00:00

Availability rules work on matched items. So if you put in ‘double availability’ – for eg. 1 availability for 1 specific category and 1 availability for all categories, then the availability of that 1 specific category will show double.

You can test availability with the availability tester (go to product availability, then select the tab ‘Availability tester’).


Can I change words in the booking form? 2018-03-13T13:44:56+00:00

Yes, in translations in the main menu you can change the bold words of the booking form. In the products, you can change the course names.

it is possible to include or exclude products for customize booking form? 2018-03-13T13:41:47+00:00

Yes, go to settings – booking. Under ‘widget embed code’ you can select the products you want to use in that specific booking form. Now automatically the widget embed code is changed (you can preview it by clicking on the button ‘preview booking form’.

How do I embed other languages? 2018-03-13T13:39:36+00:00

Go to settings. Go to the ‘booking’ tab. Here you find the widget embed code and the booking form URL.

If you change the language of the account in the right top, you get the embed code and the booking form in a different language.

Another way:

In the URL it says .com/booking If you want to change the language, simply add the language code:  English: .com/en/booking  Dutch: .com/ne/booking German: .com/de/booking

Now the student will see the booking form and the agenda in their language and get all the emails in their language.

Add rental products 2018-01-04T14:24:39+00:00

You can add rental products. Go to products, click ‘add product’ and at ‘course type’ select rental. Now make your rental product the same as you would make a lesson product. In your product availability, you can set how many available slots every rental product can have. In your daily overviews, it will state ‘rental’ and no instructors will be assigned to rental products.

How do i track booking sources? 2018-03-13T13:51:11+00:00

You can track bookings by source. When a booking is made through that specific URL, it will show up in reports (under’Traffic source’).

Go to settings – go to the tab booking – widget embed code. Add a traffic source name. Undo the blue color of the box by clicking somewhere on your screen. Now, book a lesson using the generated embed code and/or booking URL.  After booking through that specific URL, this source will show up in your reports.

What does ‘course grouping’ mean? 2018-01-04T14:22:13+00:00

There is per product 3 options now:

one course per person
Here every student has to fill out their details in the booking form.

One course per group
Here only the head booker has to fill out his/her details in the booking form.

One slot per group, one group per slot
This is for bigger groups who want exclusivity. Here you can make a product that is only available if there are no other students assigned to an instructor and after it’s booked no other students will be allowed to join this group. We recommend this option for eg a family who wants to go powerkiting or a company outing.

How do i add product availability? 2017-10-18T16:17:23+00:00

Go to product availability in the main menu. Here you can add availability per product. To make this bookable there has to be either instructor availability or the setting ‘allow booking regardless of instructor’ has to be ‘always’ (in settings).

Availability rules are processed in the listed order. The first rule matching on all parameters will be used to determine availability for a request.

Split course 2017-10-18T16:17:02+00:00

This is only possible in a booking with multiple students. Go to user –> student –> the booking you would like to split –> select the days you would like to split –> select ‘with selected items’ and select ‘seperate courses from group’.

Why is there an account without mailadres? 2017-10-18T16:15:10+00:00

In the booking form, the 1st person has to leave his mailadres. For the 2nd and 3rd person this is optional. Most of the time, the headbooker doesn’t know the other mailadresses. By making the 2nd and 3rd mailadres optional in the booking form, you don’t lose your customers.

The headbooker always plans the lessons for the 2nd and 3rd person.

allow bookings regardless of availability after 2017-10-18T16:14:42+00:00

You can find this option in the settings.

You can choose the number of months / weeks where bookings can be made regardless of the availability of the instructor.

Remove booking from student account 2017-10-18T16:14:17+00:00

A booking can only be deleted if all coursedays within the booking are cancelled. How to do this?

  1. Go to users in the main menu
  2. Choose the student
  3. Choose the booking you want to remove
  4. Select all coursedays
  5. Select ‘with selected items’ and select ‘block course day’
  6. A button will show up saying ‘remove’*

*This button is only there if all lessons within the booking are deleted, the price of the course is NOT 0 and the payment has NOT been done.

Add days to the booking 2017-10-18T16:13:49+00:00

Ex. from a 1 day course to a 3 day course

First remove the existing booking. Now fill out the booking form again from the student’s account. (users –> select student –> New course)

How do i add, change or delete timeslots? 2017-10-18T16:13:22+00:00

Go to settings – time slots. After you changed it click save.

Add / hide fields in booking form 2017-10-18T16:11:53+00:00

Go to settings, Booking form.

Here you can choose ‘required’, ‘not shown’, or ‘optional’ per field.

Show / hide agenda in booking form 2017-10-18T16:11:26+00:00

Go to settings – booking form. Choose ‘First course planner’.


Not shown – The agenda is visible after the student clicks on submit
Optional – The student can choose to select a date right away or to select a date later
Always show – The agenda is always shown in the booking form

We recomend the ‘not shown’ option for the best conversion.

Oblige payment 2017-10-18T16:10:37+00:00

Go to settings, payment settings and set ‘Redirect user to payment page after registering booking?’ to yes to make the payment obligated during booking.

Question not answered? Email us!

All support/questions will be answered within 48 hours on business days. 
Click the button above or email to thijs@vikingbookings.com.