Annoyed by the 2FA? Fix it here. Set up different accounts for day to day use (turn up your volume):
- Go to Settings --> Team
- Add a new team member (or 'edit' an existing team member)
- make them preferably planner (or else school manager)
- Make sure that 'system admin' is not selected in that role
- Add a new team member (or 'edit' an existing team member)
- make them preferably planner (or else school manager)
- Make sure that 'system admin' is not selected in that role
To do for the security update (December 2021)
- All admin accounts will get 2 factor authentication with the corresponding email address. So make sure that all the email addresses of the users are correct.
- The system manager (currently 'admin') will automatically be logged out after 1 hour. While we don't recommend it, this role is open by default on many (center) computers. If multiple colleagues are working on that computer, it will not be possible to work with this role anymore;
- Create new user roles in these cases for a school manager or planner. They are not automatically logged out and this account can stay open all day more safely.
Manage your center like a pro, by choosing the right user roles for your staff!
Instructor roles
Anyone who is going to teach lessons requires an instructor role. This allows you to set which products/locations they can teach and gives them access to the ‘instructor dashboard’, with their upcoming lessons.
- Instructor
Use this for regular instructors - Chief instructor
Has the exact same functions as a regular instructor AND can view today’s planning for all instructors.
Attention: it is possible to give a user 1 instructor role and 1 admin role.
For instance if your planner also does teaching.
For instance if your planner also does teaching.
Admin roles (all with 2FA)
2FA - two factor authentication - after you enter your password, you need an extra code sent to your e-mailadres to be able to log into the system.
Anyone who needs to be able to see and manage the planning needs an admin role. This gives access to (certain areas of) the Viking manager. The exact permissions are outlined below.
- Planner
Use this for everyone who needs to adjust the planning, approve courses, manage bookings, etc.A planner cannot delete data.
This should be the role for any device that is logged into the Viking manager on the school location and might be used by multiple staff. - Schoolmanager
In addition to all planner functionality, the school manager can also access reports (but not exports) and product/system settings*.
This should be the default role for anyone with manager-level access, but only on their private device. - Rental manager
Can only be used if you have the separate 'Rental Module'.
- System manager
Normally there is only 1 system manager per system. Do not use this roll for many people!This roll has acces all functionality, including creating new accounts, changing payment API's and exporting data. Only use this role while you need to do these operations. Will automatically logout after 1 hour if inactivity.
Security
Due to ongoing privacy and security improvements, the data export options (in reports) have been limited to system managers only. Also system managers will be logged out after 1 hour automatically, so for daily use we recommend to use the ‘school manager’ role even if you are also the manager (create an extra email address/alias for this if you don't have a spare one).
Due to ongoing privacy and security improvements, the data export options (in reports) have been limited to system managers only. Also system managers will be logged out after 1 hour automatically, so for daily use we recommend to use the ‘school manager’ role even if you are also the manager (create an extra email address/alias for this if you don't have a spare one).
Permissions overview for the 3 different admin roles
| Planner | School manager | System manager | |
| See today | ✓ | ✓ | ✓ |
| Planning | ✓ | ✓ | ✓ |
| Bookings | ✓ | ✓ | ✓ |
| Availability | ✓ | ✓ | ✓ |
| Product availability | ✓ | ✓ | ✓ |
| Rental* | ✓ | ✓ | ✓ |
| Customers | ✓ | ✓ | ✓ |
| Delete data | no | ✓ | ✓ |
| Reports | no | ✓ | ✓ |
| Make exports in reports | no | no | ✓ |
| Settings | no | ✓* | ✓ |
| Add user roles | no | no | ✓ |
*The schoolmanager has no acces to these specific settings:
- Documents (general conditions, privacy policy and terms of use)
- Payment API
- Messagebird API
- Marketing API
- Translations