Here is where the timesaving & convenience starts!
- It is recommended to utilize a single tab while engaging with Viking.
- We advise employing the Chrome browser for your activities within Viking.
- It is suggested to access the planner and administrative environment using a laptop or desktop computer.
1. Managing the daily schedule.
1.1 Managing the daily schedule one or more days before the classes/rentals:
1.1.1 Approving lessons/rentals
Navigate to "course days" in the main menu. The display you see shows today's schedule.
- Choose the courses you wish to approve from the left side of the box.
- Navigate to "with selected items ..."
- Press 'Approve'
- Adjust the time and/or location based on the weather conditions.
- If desired, include a message in the email.
- Click 'approve courses'.
The chosen lessons will proceed as planned. Students will automatically get an SMS or email notification titled 'Course Approval Notification to Student,' informing them that their class is confirmed. Additionally, this lesson will be deducted from the student's credits in their booking.
1.1.2 Release lessons/rentals for rescheduling
Navigate to "Course Days" in the main menu and select the day for which you wish to cancel courses.
- Choose the courses you wish to cancel.
- Navigate to "with selected items..."
- Press 'release courses for rescheduling.'
- Explain the reason for releasing the course and, if possible, recommend a suitable time for rescheduling.
- Then, click 'release courses for rescheduling.'
The chosen lessons have been cancelled. Students will automatically receive an SMS or email titled 'Email cancellation notification to student' from the email templates, informing them that their lesson has been discontinued. The course day will be made available again in the student's account, allowing them to rebook.
1.1.3 Send your students a notification email
Navigate to "Course Days" in the main menu and select the day for which you wish to send a notification.
- Choose the courses for which you wish to send a standby email.
- Navigate to "with selected items..."
- Press 'send notification.'
- Explain the reason for the course being on standby.
- Then click 'send email.'
Everyone who has been chosen is now aware of the upcoming events, and they will cease contacting you via phone or email.
1.2 Managing the daily schedule upon customer arrival
- When a new customer arrives, the first step is to mark them as 'present' so that all administrators are aware of their presence.
- Next, check the message icon to see if there are any important notes regarding this customer.
- Ensure that all participants have made their payments before the course begins. You can verify this in the daily schedule: if a course hasn't been paid for, an outstanding amount will be displayed in the customer details. By clicking on this amount, a popup will appear with payment options. Choose either cash or card payment, and the amount will no longer be visible in the daily schedule. Failing to do this will result in outdated records.
- Additionally, confirm that everyone has signed the waiver before the course starts. If someone hasn't signed yet, an exclamation mark will be visible. Click on this mark and have the customer scan the QR code with their phone. Once they sign, the exclamation mark will be removed.
2. Working with the day planner
Here you can drag & drop students do different instructors.
How this works:
- Rentals are not seen here
- Instructors are represented by larger blocks (they are visible only when they indicate their availability).
- Students are represented by smaller blocks.
- You can move students and assign them to different instructors, taking into account factors such as language, experience, weight, age, and any relevant notes.
Color meanings:
- GREEN - An instructor has indicated their availability, but has not yet been assigned to a booking.
- ORANGE - A student has made a booking, but has not yet been paired with an instructor.
2.1 Editing an instructor block
Select the pencil icon, and you can perform several actions:
- Payment - what is the appropriate number of hours for which the instructor should receive payment?
- Blocking - Block the instructor from participating in another activity. As a result, students will no longer be able to schedule sessions with this instructor.
- Remarks - add any notes for other planners to review.
3. Working with the start times tool
This tool is designed for large schools that prefer not to have all their students arrive simultaneously.
How this operates:
- Rental are not displayed here.
- 1 Block represents 1 instructor.
- You can adjust the blocks vertically to modify the schedule.
4 Capacity
This section displays your current workload. Below is an explanation of the various blocks.
- ST number of students
- GR number of booked instructors
- IN number of instructors with open availability
The deeper the red color, the busier your schedule is. You can navigate to a particular day by selecting the date.