Use Settings → Team to create accounts for instructors, planners, managers and other staff who need access to Viking.
A team member can have more than one role. Viking separates roles into Instructor roles and Admin roles, so someone who teaches lessons can also have an administrative role.
View your team
Go to:
Settings → Team
The Team overview shows your users and their account type.
You can filter the list by:
- Instructor
- Chief instructor
- Planner
- Schoolmanager
- Rental manager
- System manager
- Inactive employee
You can also use the search field to find a specific team member.
Add a team member
To create a new account:
- Go to Settings → Team.
- Click + New user.
- Enter the team member's account details.
- Select the appropriate role or roles.
- Save the user.
After the account has been created, you can open the user from the Team overview to review or change their details.
Understand the two types of roles
Roles are divided into two groups:
Instructor roles
- Instructor
- Chief instructor
Admin roles
- Planner
- Schoolmanager
- Rental manager
- System manager
Because these are separate groups, a user can have both an instructor role and an admin role.
For example, someone who teaches lessons and also manages the daily planning can have:
- Instructor
- Planner
You do not normally need to select several Admin roles for the same person. Choose the Admin role that matches the access that person needs.
Instructor
Select Instructor for anyone who needs to work as an instructor in Viking.
The Instructor role enables the instructor-specific parts of the account.
When a user is an Instructor, you can also configure instructor settings such as:
- Instructor Priority
- Instructor locations
- Instructor products
These determine where and for which products the instructor can be used.
Instructor configuration is covered separately in Set up an instructor.
Chief instructor
Chief instructor is an additional instructor role.
A user who should be a Chief instructor must have both:
- Instructor
- Chief instructor
Do not select only Chief instructor. On its own, the Chief instructor role does not make the user an instructor.
The Chief instructor role gives an instructor additional visibility into the school's schedule without requiring an Admin role.
A regular Instructor mainly sees their own planning.
A Chief instructor can also see a broader overview of the day's planning and other scheduled customers. How far ahead this planning is visible depends on your planning settings.
Chief instructor does not replace roles such as Planner or Schoolmanager when the user also needs administrative access.
Admin roles
The available Admin roles are:
- Planner
- Schoolmanager
- Rental manager
- System manager
Normally, select the one Admin role that best matches the access the user needs.
Although Viking lets you select several Admin roles for the same user, this is usually unnecessary.
If a manager also teaches lessons, combine the appropriate Admin role with Instructor.
For example:
- Instructor + Planner
- Instructor + Schoolmanager
- Instructor + System manager
If that instructor also needs the additional Chief instructor visibility, you can add Chief instructor as well.
Edit a team member
To change an existing user:
- Go to Settings → Team.
- Open the team member.
- Click Edit user.
- Update their details or roles.
- Click Save.
The Edit user screen can contain settings including:
- contact details;
- name;
- password;
- language;
- personal details;
- account roles;
- instructor settings when relevant.
Only assign the access and roles that the team member actually needs.
Remove a team member's staff roles
If someone no longer works as a member of staff, you can remove their staff roles.
- Go to Settings → Team.
- Open the user.
- Click Edit user.
- Untick all Instructor and Admin roles.
- Save the user.
When a user no longer has any staff role, Viking automatically classifies them as an Inactive employee.
This lets you remove their active staff role without having to delete the user.
Check the result
Return to Settings → Team after saving.
The user's current account type is shown in the Team overview and on their user detail page.
Use the role filters at the top of the Team overview to check that the user appears under the expected role.