Assign user roles

Guide to Assigning User Roles in Viking

Ensuring your staff has the correct permissions is essential for smooth operations. With Viking, you can assign specific roles based on your team's responsibilities to streamline management and maintain data security.

Instructor roles

Assign an instructor role to anyone responsible for teaching lessons. This role enables access to the Instructor Dashboard, where they can view their upcoming lessons and manage their schedule.

Types of Instructor Roles

Instructor

• Ideal for regular teaching staff.
• Provides access to products and locations they can teach.

Chief Instructor

• Includes all the permissions of a regular instructor.
• Additional capability to view today’s planning for all instructors.

Note: It is possible to combine an instructor role with an admin role, such as for a planner who also teaches.

Admin roles

Admin roles are for staff who need access to the Viking Manager for planning and management tasks. Permissions vary based on the level of responsibility.

Types of admin roles

1. Planner

Designed for staff managing day-to-day planning, course approvals, and bookings.

Key Permissions:

• Adjust planning and availability.
• Manage bookings and courses.
• Cannot delete data.

Recommendation: Assign the Planner role as the default for shared devices used for day-to-day operations at your center.

2. School manager

Includes all Planner permissions, with added access to reports and product/system settings (some restrictions apply).

Key permissions:

• Generate and view reports (not exports).
• Modify product/system settings as needed for daily operations.

Recommendation: Assign this role for staff requiring manager-level access, ensuring they use private devices for added security. 

3. Rental manager

• Available only with the separate Rental Module.
• Role-specific permissions for managing rental operations.

4. System Manager (Requires 2-Factor Authentication)

Provides full system access, including:

• Adding or editing user roles.
• Configuring APIs (e.g., Payment, Messagebird, Marketing).
• Exporting data and creating new admin accounts.

Important security notes for the system manager:

• Automatically logs out after 1 hour of inactivity.
• Should only be used for specific tasks; avoid assigning this role as a default.

Recommendation: This role should be the default for the owner or general manager. For security reasons, limit access to one System Manager account. Use this role only when necessary and switch to other roles for daily tasks.

Role Permissions Overview

The table below summarizes the permissions for the three main admin roles:

*Note: The School Manager role does not have access to the following settings:

• Documents (e.g., general conditions, privacy policy, terms of use).
• Payment API, Messagebird API, and Marketing API configurations.
• Translations

Security and privacy

To ensure data security:

1. Limit data export access: Only System Managers can export data. Other roles are restricted to viewing reports.
2. Automatic logout: System Managers are logged out after 1 hour of inactivity to protect sensitive data.
3. Avoid using system manager by default: Reserve this role for specific tasks and opt for planner for daily use.

By assigning roles thoughtfully, you can manage your center efficiently while maintaining security and privacy. Select roles based on responsibilities and ensure proper usage of the Viking Manager to support your operations seamlessly.