Viking can send customer emails in different languages. Each language can have its own subject and message for the same email template.
You manage these translations using the language selector in the top-right corner of Viking.
Translate an email template
- Go to Settings → E-mail templates.
- Open the template you want to translate.
- Use the language selector in the top-right corner of Viking to switch to the language you want to edit.
- Check that the correct language is selected.
- Select Enabled if you want to use a separate template for that language.
- Translate the Subject and email content.
- Click Save.
Repeat these steps for the other templates you want to send in that language.
Important: The language selector changes the language of the entire Viking interface, including the menus. It does not just change the language of the email editor.
Always check which language is selected before editing or saving a template.
Choose which version Viking should use
At the top of each email template, you'll find three options.
Enabled
Viking uses this version of the email when its trigger occurs and the template applies to the customer.
Choose this when you've entered a translation for the selected language.
Disabled
Viking does not send this email.
Use generic template or default language
Viking uses the generic or default-language template instead of a separate version for the selected language.
For example, if a Polish customer books and the Polish template uses this option, Viking can send the default English email.
You don't have to translate every email into every language. You can use the default-language version where a separate translation isn't needed.
Keep variables in your translations
Email templates can contain variables that Viking automatically replaces with customer or booking information, such as a customer's name, lesson date or location.
In the email editor, variables appear as yellow blocks.
When translating a template, make sure you keep the variables that are needed in the message.
Insert a variable
- Place your cursor where you want the variable to appear.
- Click the magic wand icon in the email editor.
- Select the variable you want to use.
- Click Insert.
The variable appears as a yellow block in your email.
Translate the text around these variables, but don't replace the variables themselves with translated text.
Check your product category templates
If you use different email templates for different product categories, check their translations too.
For example, your school might send separate instructions for kitesurfing lessons and SUP rentals.
A language-specific version can also be configured for each of these templates.
Test your translated emails
Viking does not have a separate test email button for these templates.
To check a translation:
- Make sure the relevant template is enabled in the language you want to test.
- Trigger the email through its normal workflow, for example by making a test booking.
- Check the received email.
Check that the subject, message, variables and language are correct.
You can also use your school's BCC email address to review copies of outgoing customer emails.