Viking Bookings

This guide explains how to set up product categories, products, and variants in Viking, along with advanced configurations for pricing, scheduling, and permissions.

1. Product Categories

How to Add a Product Category

Navigate to Products → Product Categories → New.
Add a category to represent the different sports or activities you offer (e.g., Sailing).

Key Note:
When you add a new category, a corresponding tab for that specific category will appear in your email templates.

2. Product

Products are activities or services within a category, such as group lessons or private sessions. They are the basis for creating structured offerings.

2.1 Product type 'COURSE'

Navigate to products --> add product

Explanation: This is a product within the category, and always based on group size. So for example, sailing group lesson or sailing private lesson. These are 2 differrent products in 1 product category.

Configure the following settings:

Product Name: The name displayed in the booking form and bookings.
Category: Select the appropriate product category.
Deposit Percentage: Set a deposit percentage; the system rounds amounts to the nearest multiple of 10.
Allow Rescheduling: Specify how many days prior to the start of the product students can reschedule.
Allow Bookings Regardless of Availability: Use product availability only and disregard instructor availability after a certain period.
Course Duration: Used for scheduling tools, iCal integration, and instructor payment calculations.
Translations: Add translations for the booking form.
Filter Tag: Assign tags to quickly find products in daily overviews.

Building a new product:

2.2 Product type: RENTAL

Excludes instructor availability.
Group size is set in product availability rather than the product itself.
Course duration is defined per start time in product availability.

2.3 Product type: CAMP

Instructor availability is not considered.
Automatically schedules daily repetitions in the variant.
Group size and course duration are set in product availability.
Product availability is only required for the first day of the camp.

2.4 Product Type: BUNDLE

Allows combining products from Course and Rental categories.
Use the Included Products screen to specify which products are bundled.

3.Variants

Variants define the detailed options for a product, such as group sizes, durations, or specific pricing structures.

How to add or edit a variant

1. Navigate to Products → Select Product → Click on Variant (or Add New).

2. Keep a Booking Form Open to preview changes as you work.

3. Configure the following:

Name: Internal name visible in user accounts and daily schedules.
Category Name: Display name visible in the booking form for double variants.
Minimum number of students
The minimum number of students that can book this variant (has nothing to do with the group size of the product)
Maximum number of students
The maximum number of students that can book this variant (has nothing to do with the group size of the product)
Minimum number of courses
The minimum number of courses for this variant. (see examples)
Maximum number of courses
The maximum number of courses for this variant. (see examples)
Price: Configures pricing for the specified combination.
Advanced settings: Adjust detailed behaviors (point 3.2 of this article)
Category name translations: Add translations for category names visible in the booking form.

3.1 Pricing examples for variants

Automatically Calculated Prices

1 - 5 | 1 - 1: Price = €40.

For 1 student, 1 lesson costs €40.
For 2 students, it’s €80, and so on.
Note: Students cannot book multiple lessons in this example.

1 - 1 | 1 - 5: Price = €50.

For 1 student, 1 lesson costs €50.
For 1 student, 2 lessons cost €100, and for 3 lessons, it’s €150, and so on.
Note: It is not possible to book for multiple students at once in this example.

3.1.2 Group discounts

Group Discounts

5 - 5 | 1 - 10: Price = €130.

For 5 students, 1 lesson costs €130.
For 5 students, 2 lessons costs €260, and so on.
Note: it is not possible to book for more or fewer than 5 students.

3.1.3 Course discounts

Course Discounts

1 - 5 | 3 - 3: Price = €90 for a 3-lesson discounted course.

For 1 student, 3 lessons cost €90.
For 2 students, the cost for 3 lessons is €180, and so on.
Note: it is not possible to book more or fewer than 3 lessons.

3.1.4 Same settings, different price

adds options to booking form, will still schedule people together on the product

Example:

1 - 1 | 1 - 1 Category name = Without wetsuit Price = 50 euros
1 - 1 | 1 - 1 Category name = With wetsuit Price = 40 euros

Now in the booking form both options will appear.

Screenshot 1 - 1 | 1 - 1 Category name = Without wetsuit Price = 50 euros

Screenshot 1 - 1 | 1 - 1 Category name = With wetsuit Price = 40 euros

Screenshot of booking form with both options:

3.2 Advanced settings

Navigate to the product - select variant - click on advanced settings.

With these settings you can build your pricing more specific:

Course grouping

One Course Per Person: Each student fills out their details.
One Course Per Group: Only the head booker fills out details.
One Slot Per Group: For exclusive bookings (e.g., family outings).

Default expiration for new bookings

Set expiration dates for for example early bird specials.

Multi-day course

1. Each Course is Scheduled Independently

Customers can select individual dates and times for each lesson.
Ideal for courses where flexibility in scheduling is essential.

2. Daily Repetition

When customers choose the first date and time, the software automatically schedules the remaining lessons with daily repetition.
Use this option for courses that occur on consecutive days.

3. Weekly Repetition

When customers choose the first date and time, the software automatically schedules the remaining lessons with weekly repetition.
Suitable for courses that run on the same day each week.

4. Daily Repetition, Only Use Product Availability for the First Day

When customers choose the first date and time, the software schedules the remaining lessons daily.

Availability Settings:

Product availability only needs to be set for the first day.
Instructor availability is checked only for the start day.

5. Weekly Repetition, Only Use Product Availability for the First Day

Similar to daily repetition, but schedules lessons on a weekly basis.