Welcome to Viking Bookings!
Before sending you your login details, we've already prepared much of your Viking system using the information you provided and the details on your school's website.
You don't need to configure everything from scratch. However, there are a few things you should check and complete before you start accepting bookings.
Use this checklist to review your setup and see what still needs attention.
1. Check your school's general settings
Start by logging into your Viking account using the details we've sent you.
Most general settings should already be configured. Check that your school's information is correct, including:
- School name and system name
- Logo, colours and images
- Email addresses
- Default language and time zone
You can review these settings under Settings → General → General.
For details, see Configure general system settings.
2. Review your products and start times
We've usually added your lessons, rentals and other products based on the information you provided.
Check that:
- Your activities and lesson packages are listed correctly.
- Product variants, prices and durations match what you offer.
- The start times make sense for your school.
Start times are often already configured, but you may need to add or adjust some of them.
You don't need to configure all availability rules yet. We'll cover that in the next onboarding step.
For details, see Set up products and variants and Make a product bookable.
3. Add your instructors
Your instructors still need to be added to Viking. This is something your school takes care of after receiving access to the system.
For each instructor:
- Create a team member account with the appropriate login details.
- Assign the Instructor role.
- Select the locations where the instructor teaches.
- Select which products the instructor can teach.
- Make sure the instructor receives their login details securely.
Use these guides:
Instructor availability is configured separately and will be part of the next onboarding step.
4. Review your email templates
This is one of the most important things you need to do yourself.
Viking includes email templates for communication with your customers, but we don't personalize these during the initial setup.
Go to Settings → E-mail templates and review the available templates.
Pay particular attention to:
- Booking confirmations
- Lesson notifications and reminders
- Cancellation messages
- Any other emails your school intends to use
Check the wording, school-specific information and whether each template should be enabled.
For instructions, see Set up email templates.
5. Review your payment and booking form settings
We've normally configured your payment provider and created at least one booking form for your school. You don't need to set up the payment provider connection yourself.
However, there are two important payment choices to review:
- Require payment before scheduling? Go to Settings → Payment → Require payment?. Decide whether customers must complete their payment before they can schedule their lessons, or whether they can schedule lessons without paying first.
- Redirect customers to online payment? Open your booking form under Settings → Booking forms. Decide whether customers should be redirected to the online payment page after completing that booking form. This can be configured separately for each booking form.
These settings work independently. Requiring payment before scheduling is not the same as redirecting customers to online payment.
For a full explanation, see Set up payment settings.
Check your booking form
Open the booking form we've prepared for you and review:
- The products available in the form
- Customer-facing text and images
- Sidebar information
- Customer details requested
- Booking and payment options
You don't need to finish configuring the booking form right now. The next onboarding step explains how to complete it and check availability.
For details, see Set up a booking form.
6. Identify what still needs to be completed
Before moving on, make a note of anything that's missing or needs adjusting.
Depending on your school, this may include:
- Product availability rules or availability schedules
- Instructor availability
- Additional booking forms
- Digital waivers
- Other school-specific settings
You don't need every optional feature to be configured before testing your booking process.
What's next?
Continue with Configure availability and booking forms.
You'll check when customers can book your products, complete your booking forms and prepare them for testing.
If something is unclear, make a note of your questions. We can go through them together during your onboarding video call.