Booking forms control how customers make a booking in Viking. You can create different booking forms for different activities, languages, websites, partners, or booking flows.
Each booking form has its own products, fields, text, sidebar content, and display settings.
Go to Settings → Booking forms and open an existing form or create a new one.
On this page
- Set the form name and language
- Group page details
- Choose where the booking form is shown
- Add products and variants
- Limit the form to specific locations
- Choose how customers select a date
- Configure the payment redirect
- Choose which customer details to collect
- Add custom fields
- Add custom text
- Configure the sidebar and FAQs
- Change the checkout images
- Configure the widget button
- Booking form URL
- Preview and test your booking form
Set the form name and language
Each booking form has an Internal name, Form title, and Language.
Internal name
The Internal name is used inside Viking.
Use a name that makes it easy for your team to identify the form. The same name can also appear in filters and reporting.
Form title
The Form title can be shown to customers in their student account.
After making their first booking, customers can use New booking in their account. If this booking form is available there, they can select it using the Form title.
The Form title is not automatically shown on your school's website.
Language
Choose the language for the booking form.
Use a separate booking form for each language you want customers to book in.
Group page details
A booking form can also contain an Image and Description for use on a booking form group page.
These fields are only shown when the form is part of a booking form group. They are not shown inside the individual booking form itself.
For more information, see Set up a booking form group.
Choose where the booking form is shown
You can control where a booking form appears.
Student account
Enable Student account if customers should be able to select this form under New booking in their account.
Schools often have multiple booking forms, and not all of them need to appear in the student account. For example, a form made specifically for a website page or partner can be hidden here.
Admin panel
Enable Admin panel if the booking form should appear when a planner clicks the + button in Viking to create a new booking.
This can be especially useful when the form contains custom fields, because the admin booking flow then uses the custom fields configured for that booking form.
Disable forms that staff do not need there to keep the list manageable.
Booking widget
Leave Booking widget enabled.
This is a legacy setting and normally does not need to be changed.
Add products and variants
Use the Products field to choose which products customers can book through this form.
A booking form can contain one product or multiple products.
Product variants
By default, we recommend leaving Product variants set to All variants.
Selecting specific variants limits which variants can be booked through this form.
This can also cause products to disappear from the booking form if none of their variants are included in the selected variants.
Only restrict variants when you deliberately want this booking form to offer a smaller selection.
Limit the form to specific locations
Under Options → Locations, choose which locations can be used in this booking form.
The default is All locations.
This setting works together with your Product Availability Rules.
For example, a product may have availability at three different locations, while a specific booking form is limited to only one of them. Customers using that form can then only book that location.
If only one location is available in the form, Viking does not show a location selector because there is nothing for the customer to choose.
If you only use one location, you can normally leave this set to All locations.
For more information, see Set up locations.
Choose how customers select a date
The Date selection setting determines what customers see when they reach the scheduling step.
There are three options:
Do not show
No calendar or date selection is shown.
Use this when customers should buy a lesson or product without scheduling it immediately.
Show calendar
Shows a calendar with available dates and times.
This is the most commonly used option and is usually the best choice for lessons and rentals.
Show list
Shows available dates and times as a list.
This is useful for products with only a small number of fixed start dates, such as a camp that starts every Monday during August.
Configure the payment redirect
Redirect user to payment page after booking determines what happens after the customer completes the booking form.
For most schools, this is set to Yes.
When enabled, the customer is sent to the payment provider after completing the booking.
Set it to No if you want customers to be able to complete the booking without immediately going to the payment page.
This setting controls the booking flow. It does not determine whether payment is required for a specific product or variant.
Choose which customer details to collect
Booking forms contain separate System fields for booker and System fields for students.
For each standard field, you can determine whether it is:
- required;
- optional;
- not shown.
Booker
The booker is the person making the booking and is usually also the first participant.
Booker details are requested on the summary page.
Students
Student fields apply to the participants in the booking.
Participant information is collected earlier in the booking flow, before the summary page.
Use these settings to collect only the information you actually need.
Add custom fields
Custom fields let you collect information that is not covered by Viking's standard fields.
Click + Add item to create a custom field.
Scope
Choose who the question applies to:
- Student — the question is answered separately for each participant.
- Booking — the question is answered once for the entire booking.
For example:
- emergency contact details may belong to a student;
- “How did you find us?” may belong to the booking.
Type
Choose how the customer answers:
- Small text box
- Large text box
- Selection
Use Selection when the customer should choose from predefined answers.
You can also choose whether the custom field is required.
Add custom text
The Custom text section contains several fields that let you add or replace text at different points in the booking flow.
Each field includes a description in Viking showing where that text appears.
These fields are optional. Many schools can leave them empty unless they need additional instructions or context for customers.
Configure the sidebar and FAQs
Each booking form can have its own sidebar content.
You can configure:
- Widget title
- Sidebar title
- Sidebar text
- Frequently asked questions
The sidebar is useful for information that customers may need while booking, such as:
- what is included;
- what to bring;
- cancellation information;
- common booking questions.
Because these settings belong to the individual booking form, different forms can show different information.
Change the checkout images
The summary page shows two images, one on the left and one on the right.
Viking provides default images, but you can replace them under Checkout images.
Upload a separate image for each side.
This is optional.
Configure the widget button
The Widget button settings apply to the floating booking button used on a website.
You can configure:
- Button label
- Button CTA
- Alignment on mobile
These settings only matter if you use the floating widget button.
The actual installation of the booking form is covered separately.
Booking form URL
Each form has its own Booking form URL.
You can use this URL to open the booking form directly or connect it to a button or link on your website.
How you install or link a booking form is covered in the separate installation articles.
Preview and test your booking form
After making changes:
- Click Save.
- Click Show form.
- Complete the booking flow as a customer would.
- Check that the correct products, variants, locations, fields, dates, text, and sidebar content appear.
Testing the actual booking form is the best way to confirm that the configuration works as intended.