Set up instructors under Settings → Team so Viking knows which lessons and locations they can teach and how they should be prioritized when several instructors are available.
Instructor availability is configured separately.
Before you start
Every instructor must have at least:
- one Instructor location;
- one Instructor product.
This is required for Viking to use the instructor correctly when assigning lessons.
An instructor without a location or product may still appear in parts of the planning, but Viking cannot reliably use that instructor for automatic scheduling.
Give the user the Instructor role
Go to:
Settings → Team
Then:
- Open an existing team member or create a new user.
- Click Edit user.
- Under Instructor roles, select Instructor.
- Save the user.
The Instructor role enables the instructor-specific settings for that account.
If the instructor also needs broader visibility into the school's planning, you can additionally select Chief instructor. Chief instructor is an extra role and must be used together with Instructor.
For more information about roles, see Understand user permissions.
Set Instructor Priority
Use Instructor Priority to control which instructor Viking prefers when several suitable instructors are available for the same lesson.
You can choose:
- Top
- Flex
- Reserve
When a lesson needs an instructor, Viking first checks which instructors can teach that product, at that location, and are available.
If multiple instructors meet those requirements, Viking prioritizes them in this order:
- Top
- Flex
- Reserve
For example, you can use Top for instructors you normally want to schedule first and Reserve for instructors you mainly want Viking to use when other suitable instructors are unavailable.
Instructor Priority does not make an instructor eligible for a lesson by itself. The instructor still needs to be assigned to the relevant product and location and needs to be available.
Select Instructor locations
Use Instructor locations to select the locations where this instructor can teach.
Every instructor must have at least one Instructor location.
Only select locations where the instructor can actually work.
Location settings are part of Viking's availability calculation. An instructor must be suitable for the relevant location before Viking can use them for a lesson there.
Select Instructor products
Use Instructor products to select the products the instructor is allowed to teach.
Every instructor must have at least one Instructor product.
For example, an instructor may be able to teach beginner kitesurf lessons but not advanced coaching, or surf lessons but not wingfoil lessons.
Select all products that apply to the instructor.
Instructor assignments can also be managed from the product settings.
Save the instructor
After setting:
- the Instructor role;
- Instructor Priority;
- at least one Instructor location;
- at least one Instructor product;
click Save.
The instructor is now configured for the products and locations you selected.
Check the instructor setup
Open the instructor from Settings → Team.
The user detail page shows the instructor's:
- Instructor Priority;
- Instructor locations;
- Instructor products.
Before using the instructor in planning, check that both Instructor locations and Instructor products contain at least one value.
If an instructor appears in planning but is not being assigned correctly, missing product or location assignments are one of the first things to check.
Next: set instructor availability
An instructor will only become available for scheduling when their availability is open.
The next step is to configure when the instructor can work.
See Set instructor availability.