The Customers area contains the customer and participant records stored in Viking.
Customers are normally created automatically when someone makes a booking. Every participant is stored as a separate customer, including participants who were not the head booker.
Use the Customers area to find customers, review their details and bookings, update their information, add messages, create a new booking, and manage their customer account.
Find a customer
Go to Customers in the main menu.
The customer list shows customer information such as:
- name;
- email address, when available;
- telephone number;
- location, when available.
Use the search field to search by:
- customer name;
- email address;
- telephone number;
- booking number.
Customers who joined a booking as an additional participant may not have an email address if one was not entered for them during the booking process.
You can also use Subscribed to newsletter to filter the customer list to customers with a newsletter subscription.
How customers are added to Viking
In most cases, you do not need to create customers manually.
When a booking is made, Viking creates customer records for the people included in that booking. This includes both the head booker and the other participants.
If needed, a planner can also create a customer manually:
- Go to Customers.
- Click New customer.
- Enter the customer details.
- Save the customer.
A first name is enough to create the customer, although adding an email address is recommended when available.
Creating the customer does not create a booking. You can create a booking for the customer afterwards.
Open a customer profile
Click a customer in the list to open their profile.
The customer profile brings together the information Viking has about that person, including their personal details, bookings, messages, waivers and progress where applicable.
The profile contains three main tabs:
- Overview
- Messages
- All Bookings
Understand the Overview tab
The Overview tab shows the information that is most relevant for the customer's current activity in Viking.
Depending on the customer and the features you use, this can include:
- contact and personal details;
- experience or milestone progress;
- bookings that still require attention;
- scheduled and unscheduled lessons;
- signed waivers.
Current bookings
The Bookings area on the Overview tab shows bookings that are not yet fully finished.
For example, a booking can remain here when:
- part of the payment is still outstanding;
- one or more lessons still need to be scheduled;
- one or more lessons have not yet been completed.
This keeps the main customer profile focused on bookings that may still require action.
Each booking shows relevant information such as the booking number, product, participants, courses, price and lesson status.
View completed bookings
Open All Bookings to see the customer's completed booking history.
Bookings move out of the main Overview once they are fully completed: the booking has been paid and all its lessons have been completed.
Use All Bookings when you need to review older bookings that no longer require day-to-day attention.
Edit customer details
Click Edit on the customer profile to change the system fields stored for that customer.
You can edit:
- first name;
- last name;
- email address;
- telephone number;
- language;
- date of birth;
- weight.
Save the customer after making your changes.
View and add customer messages
Open the Messages tab to see the complete message history for the customer.
These are the same customer messages that can also appear elsewhere in booking and planning workflows.
From the customer profile you can:
- review existing messages;
- add a new message;
- delete a message that is no longer needed.
For privacy-sensitive information, remove messages when there is no longer a reason to retain them.
Review signed waivers
When the customer has signed a waiver, a Signed waivers section appears on their profile.
This shows information such as:
- the waiver that was signed;
- the signing date;
- the expiry date.
You can also open the signed waiver or use Invalidate waiver when a signed waiver should no longer be treated as valid.
For the complete waiver workflow, see the documentation about digital waivers.
View and change customer progress
When experience or milestones are used, the customer profile shows the customer's current progress.
The experience value is shown at the top of the profile. Use the edit icon next to the XP value to adjust it manually when needed.
If milestone plans are linked to the customer, their current milestone or level progress is also shown on the profile.
For more information about XP, levels and milestone progression, see Understand experience levels.
Create a booking for an existing customer
Click New booking from the customer profile when you want to create another booking for that customer.
Because you start from the existing customer profile, Viking can use the existing customer instead of creating a separate customer record.
Reset a customer's password
Click Reset password when the customer needs a new password for their customer dashboard.
Viking sends the customer an email containing the new password. The customer can then log in and change the password themselves from their dashboard.
An email address therefore needs to be available if the customer needs to receive the new password.
Delete a customer
Open the ••• menu in the top-right corner of the customer profile to delete the customer.
Only delete a customer when you are sure the customer record itself should be removed.
Before doing so, check whether you still need information connected to that customer for bookings, administration, privacy or other record-keeping purposes.
For guidance on removing personal information, see Customer data safety.
Import and export customers
The Customers overview also contains options to Import customer and Export customer data.
These functions are mainly useful when migrating existing customer records into Viking or when you need a customer export.
Because these are separate workflows, they are documented separately rather than as part of day-to-day customer management.