User Guide

Your Forretning details appear in E-mail confirmations og on your Booking page. Fill these in correctly so Kunder know exactly who you are.

How to set up your Forretning details?

Your working timer determine when Kunder can book Aftaler. The system only shows Tid slots within these timer.

Days og times

Vælg the days you work og set the Start og end Tid til each Dag.

• Option 1: Fixed times every Dag
• Option 2: Different times per Dag
• Option 3: Some days off

Setting buffers

Buffers Hjælp you keep Tid between Aftaler og prevent Kunder fra Booking too last-minut.

Buffer Type	What does this do?	Anbefalet
Buffer before Aftale	Minimum Tid between Booking og the Aftale	2 days Anbefalet til planning
Buffer after Aftale	Extra Tid after an Aftale til Noter or unexpected delays	15 minutter Anbefalet
Minimum Booking Tid	How far in advance must Kunder book?	2 days gives you Tid to Plan

Your Service area determines how far you're willing to drive til Aftaler. This helps the system make Smart suggestions og prevents bookings that are too far away.

How to set your Service area?

Tjenester define what you offer to Kunder — such as Stemning, regulation, or repair. Each Service has its own Varighed, Pris, og Kalender Farve. Kunder see these when Booking online.

Setting up Tjenester

Kalender colors

Service colors Hjælp you visually distinguish between Aftale types in your Kalender. Choose fra preset colors like blue, green, red, purple, etc. The Farve is also used when syncing med Google Kalender.

The Oversigt is your central workspace. Here you find your Kalender, daily overview, quick actions og useful widgets — everything you need til a productive workday.

Oversigt layout

Your Oversigt is divided into three columns: a left panel med quick overviews, the Kalender in the center, og a right panel med statistics og widgets.

Left panel

• Mini Kalender — quickly navigate between dates
• Traffic lights — see the Dag Status at a glance (done, in progress, to do)
• Current Aftale — shows the Aftale you're working on right now
• Coming up I dag — quick list of remaining Aftaler
• To process — Aftaler that still need follow-up

Kalender

Switch between Dag, Uge og Måned views. Click on a Tid slot to Opret a new Aftale. Drag Aftaler to move them. Double-click to Rediger.

• Drag & drop — move Aftaler to a different Tid or Dag
• Resize — drag the bottom edge of an Aftale to change the Varighed
• Rute button — calculate travel times og Farve-code your Aftaler
• Filters — Vis/Skjul Aftale types (field, workshop, private)

Right panel

• I dag's Aftaler list med Kunde details
• Upcoming Aftaler til the Næste days
• Workshop / field Service statistics til the Dag
• Mileage widget — current Måned km overview og quick-Tilføj trips (Pro)

Creating an Aftale

PianoPlanner shows you how efficient your Tidsplan is med a Farve system. This way you can see at a glance whether your Dag is well planned.

Farve legend

How is Rejsetid calculated?

Keep Alle your Kunde data in one place. Tilføj Kunder, link their Klaverer, track Service history og Send professional emails — Alle fra a single overview.

Adding a Kunde

Kunde detail page

Click on a Kunde to see their full Profil. Here you'll find:

• Alle linked Klaverer med Service Status
• Fuldfør Aftale history
• Personal Booking link to Del med the Kunde
• Send Stemning invitations directly
• Kontakt Information og Noter

Søg & Filtrer

Use the Søg bar to quickly find Kunder by Navn, E-mail, By or Telefon number. The list updates as you Type.

Track every Klaver you Service. Record Mærke, Model, Serienummer, År og Tilstand. Link Klaverer to Kunder og keep a Fuldfør Service history.

Adding a Klaver

Klaver detail page

• Full Klaver specifications og Tilstand Noter
• Service history — Alle past Aftaler og tunings
• Service Status indicator: on Tid, coming due, or overdue
• Fotos — Upload images of the Klaver til reference

Stemning intervals explained

Interval	Meaning
0	Kunde initiates Kontakt — no Automatisk reminders
3	Every 3 months — til concert Klaverer or intensive use
6	Every 6 months — standard til most Klaverer
12	Yearly — til Klaverer med light use

Synkroniser PianoPlanner med your Google Kalender til two-way Synkroniser. Aftaler appear in both calendars og updates are automatically synchronized.

Creating connection

Synkroniser options

Option	Beskrivelse
Two-way Synkroniser	Changes in both calendars are synchronized
To Google only	Aftaler are only Sendt fra PianoPlanner to Google
Include Rejsetid	Automatically Tilføj Rejsetid to Kalender events

Do you use Outlook or Microsoft 365? Tilslut your Kalender til seamless synchronization med PianoPlanner.

What do you need?

• A Microsoft 365 or Outlook.com account
• Access to your Kalender

Connecting

What gets synced?

• New Aftaler in PianoPlanner
• Changes to Tid og Dato
• Cancellations

Apple Kalender works slightly differently than Google og Microsoft. You can subscribe your PianoPlanner Kalender in Apple Kalender, but this is one-way synchronization.

Creating an app-specific Adgangskode

Connecting in PianoPlanner

Want to switch fra Google Kalender to Apple Kalender (or vice versa)? You can do this uden losing any Aftaler. This is also relevant if you want to move away fra US cloud Tjenester og have more control over your data.

Why switch?

• Privacy: Apple verwerkt data in Europa (GDPR), Google in de VS
• Minder afhankelijk van Big Tech: Geen Google-account meer nodig voor je agenda
• Betere integratie: Apple Calendar werkt naadloos op iPhone, iPad en Mac
• Digitale soevereiniteit: Jouw data, jouw keuze waar het opgeslagen wordt

Step-by-step switching

Comparison: Google vs Apple

	Google Calendar	Apple Calendar
Data Placering	US (Google Cloud)	Europe (Apple iCloud)
Synkroniser method	Google API (OAuth)	CalDAV (App-wachtwoord)
Direction	Two-way	Two-way
Privatlivspolitik (GDPR)	⚠️	✅

Not Alle Kalender synchronization is the same. Here you can see the differences between the methods.

Method	Direction	Realtime	Best til
Google Calendar API	Two-way	Ja	Anyone med a Google account - most Fuldfør Integration
Microsoft 365 / Outlook	Two-way	Ja	Microsoft 365 or Outlook users
Apple CalDAV	Two-way	Ja	Anyone using iCloud Kalender as primary Kalender
iCal Feed	Read only	Every 15-60 min	Simple read-only Synkroniser med any Kalender app

Your Stemning Aftaler in your own trusted Kalender

Would you like your Stemning Aftaler to automatically appear in the Kalender you allerede use on your Telefon or computer (such as Samsung, Google, or Outlook)? That's easy — just Tilslut the calendars.

Want confirmation emails to come fra info@yourbusiness.com instead of noreply@pianoplanner.com? You can! med your own SMTP server.

Why use your own SMTP?

• Emails come fra your own domain (info@yourcompany.com)
• More professional appearance
• Less likely to be caught by spam filters
• Full control over your E-mail communication

SMTP Configuration

Field	Example	Explanation
SMTP Host	smtp.mydomain.com	Your mail server Adresse (e.g. smtp.gmail.com)
Port	587 or 465	Usually 587 (TLS) or 465 (SSL)
Username	info@mydomain.com	Usually your full E-mail Adresse
Adgangskode	••••••••	Your E-mail Adgangskode or app-specific Adgangskode
fra Adresse	info@mydomain.com	The E-mail Adresse shown as sender

Common Indstillinger

Provider	Host	Port
Gmail	smtp.gmail.com	587
Outlook/Microsoft 365	smtp.office365.com	587
TransIP	smtp.transip.email	587
Strato	smtp.strato.com	587

PianoPlanner automatically sends emails to your Kunder til Aftaler. You can fully customize these emails med your own text, branding, og logo. There are two editing modes: a simple mode til plain text og an advanced mode til HTML formatting.

Tilgængelig Skabeloner

• Bevestigingsmail — Wordt automatisch verstuurd als een klant een afspraak boekt
• Herinneringsmail — Wordt verstuurd 24/48 uur vóór de afspraak
• Annuleringsmail — Wordt verstuurd als u een afspraak annuleert
• Wijzigingsmail — Wordt verstuurd als datum/tijd verandert
• Stembeurt Uitnodiging — Voor het uitnodigen van klanten die toe zijn aan een stembeurt (handmatig én automatisch)

The Skabelon Editor — Two Modes

Editing Skabelon

Tilgængelig variables

Variables are special codes that are automatically replaced med real data. Type them exactly as shown (including the double curly braces) or click them in the editor.

Variable	Replaced by
{{customerName}}	Kunde's Navn, e.g. "John Smith"
{{date}}	Aftale Dato
{{time}}	Aftale Start Tid
{{service}}	Service Type (e.g., "Stemning")
{{piano_brand}}	Klaver Mærke (e.g., "Steinway")
{{piano_model}}	Klaver Model
{{bookingLink}}	Kunde's personal Booking link
{{companyName}}	Your Virksomhed Navn
{{companyPhone}}	Your Telefon number
{{companyEmail}}	Your E-mail Adresse
{{reminderNumber}}	Sequential Påmindelse number (1, 2, 3...) — only til Automatisk reminders
{{unsubscribeLink}}	Unsubscribe link til the Kunde — only til Automatisk reminders

Automatically remind your Kunder when their Klaver is due til Stemning. This is a powerful way to generate recurring Aftaler.

How to Send invitations?

Stemning Interval options

Option	Beskrivelse
Kunde initiates Kontakt	No Automatisk reminders
3 months	Concert grands, intensive use
6 months	Standard til most Klaverer
12 months	Recreational use, hobby

Tilgængelig variables til invitations

Variable	Replaced by
{{lastTuningDate}}	{{lastTuningDate}}
{{daysSinceLastTuning}}	{{daysSinceLastTuning}}
{{monthsSinceLastTuning}}	{{monthsSinceLastTuning}}
{{service_interval}}	{{serviceInterval}}
{{bookingLink}}	{{bookingLink}}

PianoPlanner can automatically Send Stemning reminders to Kunder when their Klaver is due til a Stemning. You don't have to do anything — the system checks til each Klaver when the last Stemning was, adds the Service Interval, og sends a Påmindelse at the right Tid.

How does it work?

Setup — Step by Step

Setting	Default	Explanation
Eerste herinnering	30 dagen	How many days before the Stemning is due the first E-mail is Sendt. til example: 30 days = Om 1 Måned in advance.
Follow-up interval	14 dagen	How many days between the first og second Påmindelse. After that it becomes monthly.
Maximum per cyclus	4 herinneringen	Maximum number of emails per Klaver per Stemning cycle. After reaching this number, the system stops.
Verzendtijdstip	09:00 uur	Around what Tid emails are Sendt. Choose a Tid when your Kunder are likely online.

Customize E-mail Skabelon

Automatisk reminders use the same Skabelon as Manuel Stemning invitations. You can customize this Skabelon via:

Variabele	Uitleg
{{reminderNumber}}	The sequential number of the Påmindelse (1, 2, 3...). Useful to mention in the text.
{{unsubscribeLink}}	A link that allows the Kunde to unsubscribe fra reminders. Automatically placed at the bottom of the E-mail.

Kunde Unsubscribe

At the bottom of every Automatisk Påmindelse is an unsubscribe link. When a Kunde clicks it, a clean page confirms they've been unsubscribed.

In the statistics in Indstillinger you can see how many Kunder have unsubscribed. Want to re-subscribe a Kunde? Kontakt the helpdesk.

Oversigt Widget

Once you Aktiver Automatisk reminders, a widget appears on your Oversigt med three numbers: Total reminders Sendt, this Måned's count, og unsubscribed Kunder.

Requirements

Every PianoPlanner user has a unique Booking link. Del this med potential Kunder so they can book an Aftale themselves.

Step by step

Where can you use the link?

Del everywhere

• Your website - 'book now' button
• E-mail signature
• Forretning cards (as QR code)
• Social media bio
• Google My Forretning
• WhatsApp Status

Tilføj to your website

Kopier this code og paste it on your website where you want the Booking button to appear.

As simple link

As button

Regular Kunder don't have to fill in their details every Tid. Every Kunde in PianoPlanner has a unique link med pre-filled details.

Step by step: Finding og sharing the link

What does the Kunde see?

When the Kunde opens the link:

• Their Navn og Adresse allerede filled in
• Their Klaver(s) to choose fra
• Smart Tid suggestions based on their Placering
• Only relevant Tjenester
• Can book directly uden an account

Set default Service

You can set a default Service per Kunde so it's automatically selected when they open their link.

Kunder can reschedule their own Aftale through a secure link in the confirmation E-mail. No Telefon call or E-mail needed — they choose a new Tid fra Smart suggestions og Bekræft med one click.

How does it work?

Rules

• Rescheduling is only possible up to 24 timer before the Aftale
• Past Aftaler cannot be rescheduled
• The link is unique per Aftale og works only once
• Kalender Synkroniser (Google/Apple/Microsoft) is automatically triggered

When Kunder book via their personal link, they automatically see Smart Tid suggestions. The system analyzes your existing Aftaler og suggests the most efficient Tid slots.

How does it work?

Instead of manually choosing a Dato og Tid, the Kunde sees a list of Anbefalet times. These are calculated based on:

• Existing Aftaler - Slots just before or after other Aftaler nearby
• Placering - Minimal Rejsetid between Aftaler
• Working timer - Only within your Tilgængelig times
• Theater timer - Separate timer til theaters if configured

What does the Kunde see?

After selecting a Service, up to 10 optimal Tid slots appear, sorted med the best choice first:

• Anbefalet - The most efficient Tid (green badge)
• Alternative - Good options on other days, sorted by Dato

The Kunde can also choose "Pick another Tid" to manually Vælg a Dato og Tid.

Distant Kunder

til Kunder outside your normal Service area, the system automatically searches further ahead (up to 6 months) to find the best options. Instead of blocking distant Kunder, longer travel times result in a slightly lower score - but good options are still shown. The system keeps searching until it finds at least 10 suggestions.

Traffic-aware suggestions

When Traffic Prediction is enabled in your Indstillinger, Smart suggestions take rush time og typical traffic patterns into account.

Got a gap in your Tidsplan in a specific area? Rute Fill helps you find nearby Kunder who are due til a Stemning og lets you Send them an invitation in one click.

How does it work?

Urgency badges

Each Kunde gets a colored badge based on when they were last tuned:

• 🔴 Overdue — Past the Service Interval
• 🟠 Due — Within one Måned of the Interval
• 🟡 Soon — Within three months of the Interval
• 🟢 On Tidsplan — Not yet due

Rute Analysis helps you see how efficient your daily Tidsplan is. Vis distances between Aftaler, get an efficiency score, og receive suggestions to optimize your Rute.

How to Access

Dag Analysis

The Dag Vis shows you:

• 📊 Efficiency Score (A-F grade) - How well your Rute is optimized
• 🚗 Total Afstand - Sum of Alle trips between Aftaler
• ⏱️ Rejsetid - Estimated driving Tid til Alle trips
• 📍 Trip List - Each journey med Start, destination, km og minutter

Uge Analysis

The Uge Vis gives you a broader perspective:

• 📅 Daily Scores - See which days have efficient vs inefficient routes
• 📈 Weekly Average - Overall efficiency percentage
• ⚡ Cross-Dag Opportunities - Suggestions to move Aftaler between days

Understanding Efficiency Scores

Grade	Score	What it means
A	90-100%	Excellent! Your Rute is highly optimized.
B	80-89%	Good Rute med minor improvements possible.
C	70-79%	Acceptable, but consider the suggestions.
D	60-69%	Inefficient Rute - follow the optimization tips.
F	<60%	Very inefficient - significant optimization needed.

1-Click Optimization

When the system finds optimization opportunities, you'll see suggestions med an "Anvend" button. Clicking it will:

• Check til conflicts med existing Aftaler
• Vis a confirmation med the proposed change
• Move the Aftale if you Bekræft

Urgency Indicators

Each suggestion has a colored urgency level:

Badge	When	Action
🔴 CRITICAL	You will be late!	Act immediately
🟠 HIGH	Risk of being late (<10 min buffer)	Fix I dag
🟡 MEDIUM	Long trip (>30km) or zigzag	Consider
🟢 TIP	Optimization opportunity	Nice to have

Have gaps between your Aftaler that waste Tid? The Streamline button automatically tightens your Tidsplan by recalculating Aftale times based on real travel times.

How does it work?

What does Streamline calculate?

• Real Rejsetid fra your Virksomhed Adresse to the first Aftale
• Real Rejsetid between each consecutive Aftale
• Your configured buffer Tid is added after each Rejsetid
• The first Aftale starts at your working timer Start + Rejsetid

Understanding the Forhåndsvisning

The Forhåndsvisning shows each Aftale med its current Tid og the proposed new Tid. Aftaler that would move are highlighted, og you can see the Total Tid saved at the top of the Forhåndsvisning.

PianoPlanner can factor in real traffic conditions when calculating travel times. Instead of just using the standard driving Tid, the system looks at expected traffic til the specific Dag og Tid of each Aftale.

How does it work?

When traffic prediction is enabled, every Rejsetid calculation considers the expected departure Tid. A Mandag morning rush time trip will Vis a longer Rejsetid than the same trip on a quiet Søndag afternoon.

Where is it used?

• Smart Suggestions - Booking suggestions account til rush time traffic
• Rute Colors - Kalender colors reflect realistic travel times
• Rute Analysis - Analysis uses traffic-aware durations
• Streamline - Optimized schedules account til traffic patterns

How to Aktiver

Theaters, concert halls, og other venues often have different Tilgængelighed than private Kunder. They're mainly Tilgængelig evenings og weekends - exactly when you're normally off! med Theater Tilgængelighed you can set separate working timer til these special Kunder.

Benefits of Theater Mode

• 🎭 Separate Tilgængelighed - Theaters don't see your 9-5 private slots
• ⚡ Last-minut bookings - Theaters can book med just 2 timer notice (you set this)
• 📅 Shorter Booking window - Theaters often can't Plan far ahead
• 🎹 Concert-ready Stemning - They book when they need it, before performances
• 💼 Extra income - Fill your evenings med well-paying theater work

Step-by-Step: Setting Up Theater timer

Marking a Kunde as "Theater"

Now tell PianoPlanner which Kunder should use theater timer:

Theater Booking Window

Theaters often need to book on short notice - a Klaver might need Stemning before tonight's concert! You can set how far ahead theaters must/can book:

The Rute Optimizer uses Google Maps to calculate the most efficient order til your Aftaler. It can automatically reorder your Dag to minimize Total Rejsetid.

PianoPlanner has a built-in QR code generator til your Booking page. Udskriv it on Forretning cards, flyers, or place it in your workshop — Kunder scan it og go directly to your Booking page.

PianoPlanner automatically tracks the Service history of every Klaver. This helps you remember when Klaverer need Stemning - no more forgetting Kunder or guessing when you last visited!

How It Works (Automatically!)

PianoPlanner automatically updates "Last Stemning" based on:

• ✅ Afsluttet Aftaler - When you Afslut a Stemning, the Klaver record updates
• ✅ Service records - Noter you Tilføj to the Klaver's history
• ✅ Manuel Dato entry - If you enter a past Stemning Dato yourself

You don't have to do anything! Just Fuldfør your Aftaler as normal, og PianoPlanner keeps track.

Understanding the Status Colors

Each Klaver shows a Status so you can see at a glance who needs attention:

What You See	What It Means
● Last: 15 Jan 2026	✅ Recently tuned - no action needed yet
● Due in 14 days	⚠️ Service coming up - Tid to Kontakt Kunde!
● 30 days overdue	🔴 Past due Dato - definitely Tid to call!
● Not yet tuned	ℹ️ New Klaver - no history recorded yet

Setting the Right Stemning Interval

Different Klaverer need different care. A concert grand in a theater needs Stemning every few months, while a hobby Klaver at Hjem might only need yearly Service. You set the Interval per Klaver!

Step-by-Step: Changing a Klaver's Interval

Manually Recording a Past Stemning

Did you tune a Klaver before using PianoPlanner? You can enter the Dato manually:

You can customize how the Kalender displays Tid slots. Choose between 1-time slots or 1.5-time slots depending on your typical Aftale length.

Changing Slot Varighed

Your preference is saved automatically og will be remembered Næste Tid you visit.

Switching fra another Klaver Service management system? PianoPlanner makes it easy to Importer your existing Kunder og Klaverer.

What can you Importer?

• Kunder - Names, addresses, Telefon numbers, E-mail addresses
• Klaverer - Mærke, Model, Serienummer, År, Type, Placering
• Service history - Last Stemning dates are preserved

How to Importer

Importer options

Option	What does it do?
Aktiv only	Only Importer Kunder/Klaverer marked as Aktiv
Spring over duplicates	Spring over Kunder that allerede exist (based on E-mail)
Include Virksomhed Navn	Tilføj Virksomhed Navn to Kunde Navn

Other Importer Formats

In addition to CSV, PianoPlanner also supports the following Importer formats:

• Gazelle Importer — Switching fra Gazelle (Klaver management software)? Use the dedicated Gazelle Importer Wizard under Indstillinger → Importer → Gazelle. It automatically recognizes the Gazelle Eksporter format.
• vCard (.vcf) Importer — Importer contacts directly fra your Telefon or E-mail client. Eksporter your contacts as a .vcf file og Upload it to PianoPlanner.
• Kalender (.ics) Importer — Importer Aftaler fra your existing Kalender (Google, Apple, Outlook). Eksporter as an .ics file og Upload it to transfer your existing Aftaler.

Need to track personal trips separately fra Forretning Aftaler? Mark Aftaler as private to keep them separate in your mileage records og Synkroniser them to external calendars uden revealing details.

How to Opret a private Aftale

Visual distinction

Private Aftaler appear in purple med a 🔒 icon in your Kalender, making them easy to distinguish fra Forretning Aftaler.

Kalender Synkroniser

When synced to Google, Apple, or Microsoft calendars, private Aftaler appear as "Busy" uden showing any details, Placering, or Beskrivelse. Your Privatlivspolitik is protected!

Keep a Skat-proof mileage administration. PianoPlanner automatically tracks kilometers fra Aftaler, og you can Tilføj Manuel trips, Registrer odometer readings og Eksporter everything til your Skat return.

Where to find it

• Dashboard — The km-widget in the right panel shows your current month and lets you quickly add trips
• Settings → Business → Km-registratie — Full overview with vehicle info, odometer readings, chart and exports
• Travel Report — Detailed trip list with route information and CSV export

Vehicle setup

Go to Indstillinger → Forretning → Mileage Tracking og fill in your license plate og vehicle Navn. This appears on your mileage Rapporter og PDF exports.

Odometer readings

Registrer your odometer readings periodically (e.g. at the Start og end of the År). This serves as proof til the Skat authorities og helps verify your trip records.

Automatisk tracking

Every Aftale med a Kunde Adresse automatically generates a trip record. The system calculates the Afstand fra your Forretning Adresse to the Kunde Placering.

Smart round-trip calculation

The system automatically determines if a trip is one-way or round-trip:

• Other Aftaler during the Dag → One-way only (you Fortsæt to the Næste Placering)
• Last Aftale of the Dag → Return trip (real km Hjem via Google Maps)

Manuel trips

til trips not linked to an Aftale (e.g. picking up parts, visiting a supplier), Tilføj Manuel trips via the Oversigt mileage widget or via Indstillinger.

Eksporter & Rapporter

• CSV export — Download all trips as a spreadsheet for your accountant
• PDF export — Generate a tax-proof report with vehicle details, odometer readings and trip list
• Monthly chart — Visual overview of business vs. private km per month

The Travel Rapport gives you a detailed overview of Alle your trips over any period. Filtrer by Dato range, see totals og Eksporter a Fuldfør expense Rapport.

How to use

Rapport columns

Column	Beskrivelse
Dato	Dato of the Aftale
Kunde	Kunde Navn med link to detail page
Placering	Adresse of the Aftale
Rute	Open in Google Maps til navigation
Afstand	One-way Afstand in km
Rejsetid	Estimated driving Tid

PianoPlanner works as a Progressive Web App (PWA) — you can install it on your Telefon or tablet og use it like a native app. No App Store needed.

Install on iPhone / iPad

Install on Android

What you get on mobile

• Full Kalender Vis optimized til touch
• Quickly look up Kunder og Klaverer
• Opret og Rediger Aftaler on the go
• Opret og Send Fakturaer fra your Telefon
• Push notifications til new bookings

Receive instant push notifications when a Kunde books an Aftale online. Works on desktop og mobile (when the PWA is installed).

PianoPlanner supports dedicated workshop Tid slots til work in your own workshop. Set your workshop Tilgængelighed timer og they will automatically be blocked in the online Booking Kalender.

Setting up workshop timer

Go to Indstillinger → Workshop to Konfigurer your workshop Tilgængelighed. You can set different timer til each Dag of the Uge, just like your regular working timer.

Funktioner

• Set workshop Tilgængelighed per Dag of the Uge
• Workshop timer are automatically blocked til online bookings
• Smart Pick respects workshop timer — no overlapping suggestions
• Workshop Aftaler visible in your Dagsorden med a dedicated icon
• Workshop statistics in your Oversigt Rapporter

Smart Pick Integration

When you use Smart Pick to suggest Aftale times, it automatically avoids your workshop timer. This ensures Kunder are never offered a Tid slot that conflicts med your workshop Tidsplan.

Not every Aftale needs a Kunde record. PianoPlanner lets you quickly Opret walk-in Aftaler og internal workshop tasks directly fra your Oversigt.

Walk-in Aftaler

When a Kunde walks in unexpectedly, use the quick walk-in button on your Oversigt action sheet. Enter a Navn og Service — no need to Opret a full Kunde record first.

Tasks uden Kunde

Need to block Tid til internal work? Opret a task uden linking it to a Kunde. Perfect til workshop maintenance, administrative work, or personal Tid blocks.

How to Opret

• fra the Oversigt: tap the + button og choose 'Walk-in' or 'Task'
• Walk-in: enter a Navn, choose a Service, og pick a Tid
• Task: Tilføj a Beskrivelse og Tid — no Kunde needed
• Both types appear in your Dagsorden og respect your Tilgængelighed

The Workshop Projekt Planner helps you Administrer larger workshop jobs — Klaver rebuilds, restorations, or any multi-step Projekt. Track tasks, timer, deadlines, og link Projekter to Kunder og Klaverer.

Creating a Projekt

Navigate to Projekter in the main menu og click 'New Projekt'. Give it a Titel, optionally link a Kunde og Klaver, set a Prioritet og deadline, og estimate the Total timer.

Managing tasks

Each Projekt can have multiple tasks. Tilføj tasks quickly med the inline input field at the bottom of the task list, or click a task to Rediger details like estimated/actual timer og due dates.

• Click the circle to cycle Status: To do → In progress → Done
• Drag tasks by the handle to reorder them
• Track estimated vs. actual timer per task
• Set due dates — overdue tasks are highlighted in red

Capacity overview

The capacity bar on the Projekter overview shows how many workshop timer you have used vs. Tilgængelig this Uge. This is based on your workshop timer configured in Indstillinger → Workshop.

Funktioner

• Link Projekter to Kunder og Klaverer
• Prioritet levels: Low, Normal, High, Urgent
• Status tracking: Planning → Aktiv → Paused → Afsluttet
• Visual progress bar based on Afsluttet tasks
• Weekly capacity tracking based on your workshop timer
• Filtrer og Søg across Alle your Projekter

Quotes & Pricing

Turn your Projekt task list into a professional quote. Each task can include pricing Information that's automatically calculated og ready to Del med your Kunde.

Excel-style Editing

The task list works like a spreadsheet. Click any cell to Rediger inline. Changes are saved automatically as you Type. Press Enter to move to the Næste row, or Tab to move to the Næste column.

Task Types

• Labor — Work hours billed at your hourly rate (set in Settings → Workshop)
• Material — Parts, strings, felt, etc. Track cost price for profit calculation
• Other — Transport, disposal, rental costs

Cost Overview

The cost overview at the bottom shows real-Tid totals til labor, materials, og other costs. Only tasks marked as 'billable' (green checkbox) are included in the quote. Toggle billable off til internal tasks you don't want to charge til.

Eksporter Quote

Click 'Kopier Quote' to Kopier a text version to your clipboard (perfect til pasting into emails), or click 'PDF' to open a professionally formatted quote ready til printing or saving as PDF.

Before creating your first invoice, configure your invoicing settings. Go to Invoices and click the ⚙️ settings icon in the top bar.

Faktura Numbering

There are two ways to Opret an Faktura: fra the Dagsorden or manually.

fra the Dagsorden (Anbefalet)

After completing an appointment, create an invoice directly from the agenda. Click on the appointment → choose "Create Invoice". The invoice is automatically prefilled with:

• Kunde Navn og details
• Service Beskrivelse med instrument (e.g. "Stemning — Steinway & Sons D")
• Aftale Dato in the Beskrivelse
• Service Pris fra your Tjenester configuration
• Kunde Noter (as a separate text line)

Manuel Faktura

Go to Invoices → New Invoice. Search and select a customer, then add invoice lines manually. You can add regular lines with prices, or text-only lines for additional notes.

Sending Fakturaer

Once your invoice is ready, save it as "Sent". You can then email it directly to the customer with a PDF attachment. If you have Mollie configured, a payment link is automatically included.

med PianoPlanner on your homescreen you can Opret og Send Fakturaer directly fra your Telefon — even while you're still at the Kunde's Placering.

fra a Kunde Profil

Open a customer in the PWA, scroll down and tap "Create Invoice". A bottom sheet appears where you can:

• Vælg a Service — the Pris is automatically filled in
• Tilføj a Beskrivelse or Noter
• Choose the Faktura Status (Kladde, Sendt, Betalt)
• Send med payment link — the Kunde can pay via iDEAL / Wero immediately

Typical Mobile Workflow

PianoPlanner handles Moms differently depending on the Kunde Type. This is determined automatically based on the Kunde Type set in the Kunde Profil.

Private Kunder

Forretning / Institutions

Setting the Kunde Type

To ensure correct Moms handling, set the Kunde Type in each Kunde Profil:

• Private — Pris inclusive Moms
• Forretning — Pris exclusive Moms
• School — Pris exclusive Moms
• Church — Pris exclusive Moms
• Theater — Pris exclusive Moms

Accepter iDEAL, credit card, og Wero payments directly on your Fakturaer via Mollie. Kunder click the payment link in the Faktura E-mail og pay instantly.

Setting up Mollie

PianoPlanner can sync your invoices directly to your accounting software, saving you from manual entry. Go to Settings → Integrations to connect your accounting package.

Tilgængelig Integrationer

Currently three Integrationer are fully operational. More are being developed to Support klaverteknikere across the Netherlands, Belgium, og Germany.

Moneybird (Netherlands/Belgium)

Moneybird is a popular Dutch online Bogføring package. PianoPlanner connects via the Moneybird API til Automatisk Faktura synchronization.

Jortt (Netherlands)

Jortt is a popular Dutch Bogføring package designed til freelancers og small businesses. PianoPlanner connects via OAuth2 til secure, Automatisk Faktura syncing.

Odoo (International)

Odoo is an international open-source ERP system med a powerful Bogføring module. PianoPlanner connects via Odoo's JSON-RPC API.

Synkroniser Log

Every Synkroniser action is logged. You can Vis the Synkroniser history in the Integration Indstillinger to see which Fakturaer have been Sendt med succes og which ones encountered errors. This helps you quickly spot og resolve any issues.

Coming Soon

We are actively working on Integrationer med more Bogføring packages used by klaverteknikere across Europe:

• e-Boekhouden — Dutch cloud bookkeeping
• Exact Online — Dutch/international ERP system
• DATEV 🇩🇪 — German market leader til Skat advisors
• lexoffice 🇩🇪 — Popular German cloud Bogføring
• sevDesk 🇩🇪 — German online Bogføring til freelancers
• Yuki 🇧🇪🇳🇱 — Dutch/Belgian Bogføring med document processing
• Billit 🇧🇪 — Belgian invoicing platform

PianoPlanner offers flexible Abonnement plans to fit your needs. Administrer your Abonnement, Opgrader, downgrade, or Opdater your payment details at any Tid.

Tilgængelig Plans

Plan	Pris	Key Funktioner
Starter	Gratis	Basis scheduling, up to 25 Kunder
Solo	€24.50/mo	Unlimited Kunder, Kalender Synkroniser, Rute optimization, invoicing
Pro	€39.50/mo	Everything in Solo + Automatisk reminders, Bogføring Integrationer, Prioritet Support
Forretning	€49/mo	Everything in Pro + Hold management, shared Kunde database

Administrer Abonnement

Working med multiple technicians? The Hold Funktion lets you Administrer a shared Kunde database, coordinated scheduling, og Hold Booking pages.

Getting started med Hold