An appointment often starts with a question. A customer relationship grows with care. PianoPlanner helps you stay in touch between visits, too.
01 THE FIRST STEP
Leads
Help someone take the next step.
Interested. Not yet booked.
Someone left their details but did not finish booking? Find their enquiry in Leads, get in touch and help them take the next step.
From interest to an appointment +
View their contact details, get in touch personally or send a follow-up email with a booking link that already contains their details.
Track the status and convert the lead into a customer record when appropriate. No need to enter the same details again.
A personal next step
02 STAYING IN TOUCH
Reminders
Give maintenance a steady rhythm.
The next tuning. At the right time.
Use the last tuning date and the tuning interval to invite a customer back. Send an invitation yourself or set up automatic tuning reminders.
Care between visits +
View the queue and sending history. For automatic reminders, choose the schedule and maximum number of messages.
Scheduled appointments and opt-outs are checked before sending. No automatic maintenance reminder starts without a known tuning date or when the customer prefers to get in touch themselves.
An invitation with context
03 RECONNECTING WITH CUSTOMERS
RECONNECT WITH OLD CUSTOMERS
Bring your old customer list back to life.
There are valuable relationships in your customer list.
Choose who to contact again and send a personal invitation to reconnect or book. Review and edit it before sending. You can include a booking link so the customer can choose an appointment. Available when Reconnect is enabled for your account.
Your selection. Your words. +
Choose the customers and review and edit each invitation before sending. This feature sends nothing automatically.
Maintenance history unknown? Select the customer yourself and use neutral wording, without assumptions about a previous visit.
Available when Reconnect is enabled for your account; sending requires verified email settings of your own.
Personal contact, initiated by you
Good contact also leaves space.
Not a good time for maintenance? Pause maintenance messages for the customer. With automatic tuning reminders enabled, customers can also postpone via a link. Messages about a booked appointment continue.
PianoPlanner uses Google travel information where available, with estimated travel times as a fallback. Its suggestions take your calendar, job duration and planning settings into account.
01 / CALCULATE
How will you get there?
Travel times for your transport mode from Google travel information or previously retrieved data. An estimate may be used when these are unavailable.
02 / CHECK
Does it fit between visits?
Availability, existing appointments, relevant durations, buffers and travel limits determine which times are eligible.
03 / WEIGH UP
What fits best?
Your chosen engine determines the order of suggestions. The earliest option remains visible, too.
HOW OPTIMAL LOOKS AT YOUR ROUTE
What does this customer add to your journey?
Optimal compares the extra driving time an appointment adds to your existing route. The time must first be feasible.
Previous appointment → customer12 min
Customer → next appointment+ 18 min
The direct journey is replaced− 22 min
Extra driving time8 minutes
Illustrative calculation, not a measured route or a promise of savings.
Your practice. Your planning style.
Four choices for your own planning, with travel limits enabled.
Flexible
Weighs travel time, position in the route, date, time of day and appointments in the same area.
Efficient
Builds on that, uses service buffers and keeps the best choice closer to the earliest option.
Smart
Gives previous weekdays and times of day a slight preference for known customers. The limits still apply.
Optimal
Prioritises feasible times with the least extra driving. If extra driving time is equal, the earlier date takes priority.
SMART LEARNS FROM PREVIOUS APPOINTMENTS
Often Friday afternoon? That counts.
Every customer has a rhythm. With the Smart engine, previous appointments can help make new suggestions a better fit.
From three usable previous appointments for this customer, PianoPlanner considers the weekday and time of day. A feasible time that matches gets a little more preference in the ranking.
HOW A PATTERN CAN EMERGE
Earlier appointmentFriday · afternoon
Another appointmentFriday · afternoon
Recent appointmentFriday · afternoon
Friday afternoon may rank a little higher in a new suggestion.If it fits your schedule.
An illustration of a habit. No real customer data or calculated suggestions.
A habit helps you choose. The customer keeps the choice.
A previously chosen time is not a fixed preference. Other times remain available. Smart uses at most the last fifty usable appointments, excluding cancelled, private and all-day appointments. No habit is inferred from fewer than three appointments.
Smart uses customer preferences where available in the planner, app and rescheduling; through booking links it works as Efficient. Teams offers Flexible, Efficient and Optimal. Travel limits apply when enabled. Travel times support planning; they are no guarantee of live traffic conditions.
A gap in your route? Look for customers nearby.
Route Fill finds nearby customers who may be due for maintenance. Send an invitation yourself or propose one exact time. An appointment is created only after the customer accepts and availability is checked again.
From tuning at a customer’s home to a busy workshop. See how PianoPlanner connects the steps.
Start with an overview. Set off prepared.
View appointments on a large screen and take your planning with you. Instrument details are at hand with the customer; choose the next step after the work.
The bigger picture. Wherever you work.
01
Prepare
Check appointments, travel times and the instrument’s service history.
02
Get to work
Keep customer details, instrument information and notes at hand.
03
Finish the visit
Record the completed work in the instrument’s history.
A finding. A plan. Good work.
An inspection can be the start of a larger job. Keep the diagnosis, project, quote and work linked to the same instrument.
FROM FINDING TO EXECUTION
Condition report
A condition report with findings and recommendations, linked to the customer and piano.
Project
From report to project. Tasks, materials and hours form the basis of your quote.
Quote
Make the work concrete.
Invoice
Create a deposit, part or full invoice. Check the draft before sending.
A diagram of the workflow, not an application screen.
01
Record what you see.
A condition report with findings and recommendations, linked to the customer and piano.
02
Make the work concrete.
From report to project. Tasks, materials and hours form the basis of your quote.
03
Finish with care.
Create a deposit, part or full invoice. Check the draft before sending.
One plan. Everyone’s own working day.
Keep an overview as the planner. Each technician sees their own appointments in the portal, with customer and instrument details on the road.
Keep an overview as the planner. Each technician sees their own appointments in the portal, with customer and instrument details on the road.
01
Plan together
See the team’s schedule and assign the work.
02
An individual overview
Each technician sees their own appointments in the portal.
03
Information with the appointment
Customer, instrument, history and next steps remain within reach.
ONE LINK. LESS BACK AND FORTH.
The next appointment starts with your customer.
Share a personal booking link. Your customer chooses a suitable time, while you stay in control of your schedule.
↗
Book several pianos with Master.
With Master, a music school can select several instruments that need attention and complete the booking.
Music school booking links from Master. Theatre links from Pro+. Teams has its own offering.
The other side of the appointment
THE WORK BEHIND THE SOUND
A finding. A plan. Good work.
An inspection can be the start of a larger job. Keep the diagnosis, project, quote and work linked to the same instrument.
A condition report with findings and recommendations, linked to the customer and piano.
02
Make the work concrete.
From report to project. Tasks, materials and hours form the basis of your quote.
03
Finish with care.
Create a deposit, part or full invoice. Check the draft before sending.
Condition reports and the project workflow from Pro+.
THE NEXT VISIT STARTS TODAY
At your next visit, you know the story.
Your customer does not have to start again. Build on previous visits with instrument history, photos and technical notes.
Know what has been done.
The work history of every piano at hand, even on the road.
Explain what needs attention.
Make findings and recommendations clear with a condition report, available from Pro+.
Make the next step clear.
Discuss what is needed and give the customer a personal booking link for the next appointment.
DUTCH ROOTS · EUROPEAN OUTLOOK
Close to your craft. Care for your data.
Your customers trust you with their instruments. Their data deserves the same care.
PianoPlanner is an independent Dutch initiative, born from piano technician Edward Meijer’s work. For fellow professionals who know their customers personally, wherever they work in Europe.
Tilburg, the NetherlandsBuilt by someone in the trade. A person you can reach.
01
Work in a familiar language.
Choose Dutch, German, French, English, Spanish or Italian, among others, for the app. PianoPlanner fits the language you work in.
02
Take your data with you.
Export your customers, pianos, appointments and service history, among other data. Keep your own copy of what you have built.
03
Your customer data is not for sale.
We do not sell or rent your data or your customers’ data to third parties for marketing. Our privacy policy sets out that commitment.
Clear about storage and integrations.
Our privacy policy describes storage on European servers. We use external services for, for example, travel calculations, email and payments. If you enable calendar sync, appointment data is also exchanged with your calendar provider.
European storage does not mean all processing takes place exclusively within Europe.