User Guide

Your business details appear in email confirmations and on your booking page. Fill these in correctly so customers know exactly who you are.

How to set up your business details?

Your working hours determine when customers can book appointments. The system only shows time slots within these hours.

Days and times

Select the days you work and set the start and end time for each day.

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

Start time: appointment or departure

In Settings → Booking Link you can choose what the start of your workday means for online booking.

Setting	Result
Customer appointment can start at this time	If your day starts at 09:00, customers may book a first appointment at 09:00.
I can depart from my workshop/home at this time	If your day starts at 09:00 and travel takes 25 minutes, the first customer appointment starts at 09:25.

Setting buffers

Buffers help you keep time between appointments and prevent customers from booking too last-minute.

Buffer type	What does this do?	Recommended
Buffer before appointment	Minimum time between booking and the appointment	2 days recommended for planning
Buffer after appointment	Extra time after an appointment for notes or unexpected delays	15 minutes recommended
Minimum booking time	How far in advance must customers book?	2 days gives you time to plan

In Settings → Travel & Service Area you decide how far you want to travel. Turn on "Enable travel limits" to see and change these settings. There are five settings, each with its own job:

🗺️ Service area (online booking) — How far away may a new customer live to book online themselves? Beyond this they see your 'contact us' message.

🚗 Travel time between appointments — How long do you ideally want to drive between two customers on the same day? For your own bookings this is a limit (with a 15% margin); in Teams planning it only determines the order.

🏠 Travel time to first appointment — The drive from home to your first customer may be longer than between appointments. Handy in rural areas. Empty = same as above.

🛑 Absolute maximum travel time — Hard upper limit for all appointments (including existing customers). Beyond this, time slots never appear.

⏳ Limit waiting time between appointments — Keeps your day compact by reducing unnecessary waiting time between appointments. Customers only see slots that fit tightly. Falls back to all times if nothing fits. Off = no limit.

Message for far locations

This message is shown to customers who live too far away to book online.

Real travel times

PianoPlanner uses real travel times from Google Maps wherever it can. If a travel time cannot be determined — for example because an address cannot be found — PianoPlanner stays on the safe side: with travel limits on, your own booking page counts that trip as your maximum travel time; in Teams planning, a time next to another appointment is not offered, and the trip from home is only checked when an absolute maximum is set. Check the address or set a pin for the customer so the real travel time can be used.

Transport mode: car or bike

If you mainly work by bike, set Transport mode to Bike in Settings -> Travel Time. PianoPlanner then calculates route checks, booking suggestions, travel buffers, route analysis and invoice mileage suggestions with bicycle travel times instead of car travel times.

Services define what you offer to customers — such as tuning, regulation, or repair. Each service has its own duration, price, and calendar color. Customers see these when booking online.

Rate increased? Existing price agreements still apply

If you increase a service rate after a customer has booked, the price previously saved for that appointment still applies. When you open the appointment, a notice shows that the current service rate is higher. The customer still pays the agreed amount.

Setting up services

Calendar colors

Service colors help you visually distinguish between appointment types in your calendar. Choose from preset colors like blue, green, red, purple, etc. The color is also used when syncing with Google Calendar.

The dashboard is your central workspace. Here you find your calendar, daily overview, quick actions and useful widgets — everything you need for a productive workday.

Easier planning from your lists

Your calendar remembers its date, view and position; customer and piano lists remember sorting and position. Create appointment lets you choose the time; Schedule searches for a suitable slot. Invitations distinguish a piano from a customer invitation. In Teams, set work hours under Teams → Edit member; planning uses that technician’s hours, breaks and absences.

Finding the menu on every screen

On desktop the full menu is shown on the left. On a tablet-width screen it becomes a column of labelled, accessible icons. On mobile, use the Menu button at the top to open the sidebar.

Search help (⌘K)

Use the search button at the top of the sidebar, or press ⌘K / Ctrl+K, to search this guide. For simple number questions, such as how many customers you have or your open invoices, it also shows your own totals.

• Allowed: counts, totals, averages and other numeric summaries.
• Blocked: names, contact details, addresses, notes, invoice numbers and raw customer records.
• Open invoices are calculated from the real invoice statuses: sent, confirmed and overdue.

Dashboard layout

Your dashboard is divided into three columns: a left panel with quick overviews, the calendar in the center, and a right panel with statistics and widgets.

Left panel

• Mini calendar — quickly navigate between dates
• Traffic lights — see the day status at a glance (done, in progress, to do)
• Current appointment — shows the appointment you're working on right now
• Coming up today — quick list of remaining appointments
• To process — appointments that still need follow-up

Calendar

Switch between day, week and month views. Click on a time slot to create a new appointment. Drag appointments to move them. Double-click to edit.

Solo calendar: your week and planned revenue at a glance

Choose List in your Solo calendar to see timed appointments by day, with the familiar colors from the week calendar. Each day and the week header show the total of known planned appointment amounts, excluding VAT. If an appointment has no price, the known total stays visible and the number of missing prices is shown. This is a planning figure, not invoiced or received revenue.

Date and time fields use the display format of your browser and device. The saved appointment time itself does not change.

Print your weekly planning

Use the printer button in the desktop calendar toolbar to create a weekly work sheet (not available in the installed app or on narrow screens). Choose the week ("Week shown in the calendar", "Current week" or "Next week"), A4 or US Letter, the Compact, Standard or Route layout, and whether to include phone numbers, appointment notes and travel time and distance. Print it or save it as PDF via your browser. In team mode of the calendar, the selected technician filter is respected.

• Drag & drop — move appointments to a different time or day
• Resize — drag the bottom edge of an appointment to change the duration
• Route button — calculate travel times and color-code your appointments
• Filters — show/hide appointment types (field, workshop, private)

Right panel

• Today's appointments list with customer details
• Upcoming appointments for the next days
• Workshop / field service statistics for the day
• Mileage widget — current month km overview and quick-add trips (Pro)

Creating an appointment

Completing appointments

After visiting a customer, mark the appointment as completed. This updates the piano's tuning history automatically.

The "To Process" widget

The left panel shows a "To Process" list with appointments that have passed but haven't been marked as completed yet. Use the filter buttons (7d, 30d, 90d, All) to look back further in time.

Completing multiple appointments at once

When you have many pending appointments (e.g. after a vacation or import), use the "Complete all" button at the bottom of the pending list. This marks all visible appointments as completed and updates all linked piano tuning dates in one click. A confirmation dialog appears first.

The desktop appointment editor has a larger instrument picker so you can find and link the right instrument faster.

Open an appointment on the desktop, choose the customer and then open the instrument picker. Search by instrument, brand or model and confirm the intended selection.

PianoPlanner shows you how efficient your schedule is with a color system. This way you can see at a glance whether your day is well planned.

Color legend

How is travel time calculated?

Keep all your customer data in one place. Add customers, link their pianos, track service history and send professional emails — all from a single overview.

Create an appointment from a customer

There are two ways to create an appointment from a customer.

• Smart appointment: use this when PianoPlanner should find suitable times based on your calendar, travel limits and existing appointments.
• Choose date & time: use this when you agree on an exact time while speaking or writing with the customer.

Both options create a normal PianoPlanner appointment linked to the same customer and instrument data.

Adding a customer

Address via Apple Maps or Google Maps

Besides typing an address, you can paste a map link or coordinates in the address search field when adding or editing a customer. This is useful when a customer sends a location via WhatsApp or email, or when the exact street address is unclear.

What can you paste?

• Apple Maps share link, for example https://maps.apple/p/...
• Google Maps share link, for example https://maps.app.goo.gl/...
• Full Google Maps URL that contains coordinates
• Plain coordinates, for example 52.3676, 4.9041 or 52,3676° N, 4,9041° E
• geo: link from Android

What happens?

When PianoPlanner recognizes a valid pin, you see a green "GPS location recognized" message with the coordinates. Empty address fields can be filled automatically from the pin. Fields you already typed are never overwritten.

Customer detail page

Click on a customer to see their full profile. Here you'll find:

• All linked pianos with service status
• Complete appointment history
• Personal booking link to share with the customer
• Send tuning invitations directly
• Contact information and notes

Search & filter

Use the search bar to quickly find customers by name, email, city or phone number. The list updates as you type.

Duplicate Detection

PianoPlanner automatically detects potential duplicate customers based on name, email, phone number and address. It uses fuzzy matching (Levenshtein algorithm), so even small typos are caught.

Track every piano you service. Record brand, model, serial number, year and condition. Link pianos to customers and keep a complete service history.

Adding a piano

Piano detail page

• Full piano specifications and condition notes
• Service history — all past appointments and tunings
• Service status indicator: on time, coming due, or overdue
• Photos — upload images of the piano for reference

Tuning intervals explained

Interval	Meaning
0	Customer initiates contact — no automatic reminders
1–12, 16, 24	Choose the number of calendar months that matches this piano's maintenance schedule.

Tuning with the Pianoscope app on iPhone or iPad? Store the inharmonicity measurement of every piano directly in PianoPlanner. On your next visit, your measurement is one tap away — no more digging through iCloud Drive or email.

How it works

Reusing the measurement

Pianoscope is the professional tuning app for iPhone/iPad. More information: pianoscope.app.

Sync PianoPlanner with your Google Calendar for two-way sync. Appointments appear in both calendars and updates are automatically synchronized.

Creating connection

Sync options

Option	Description
Two-way sync	Changes in both calendars are synchronized
To Google only	Appointments are only sent from PianoPlanner to Google
Include travel time	Automatically add travel time to calendar events

Imported appointments without an address

For travel times and route colours, PianoPlanner uses the Location field of events from your external calendar. An address in the title or description is not recognised. Put the address in the Location field, or link the appointment to a customer.

If syncing does not work

With two-way calendar sync (Pro, Pro+ and Master), Google, Apple and Microsoft calendars are synced in the background every 30 minutes, as long as you have used PianoPlanner in the last 24 hours; "Sync now" in Settings → Calendar starts a sync right away. If the status shows that the connection needs to be renewed, reconnect there and give permission again.

Do you use Outlook or Microsoft 365? Connect your calendar for seamless synchronization with PianoPlanner.

What do you need?

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

Connecting

What gets synced?

• New appointments in PianoPlanner
• Changes to time and date
• Cancellations

Connect iCloud with CalDAV for two-way synchronization. Use an app-specific Apple password, choose the calendar, and set the sync direction in PianoPlanner.

Connecting in PianoPlanner

Go to Settings → Calendar → Apple, enter your Apple ID email and app-specific password, choose a calendar, and enable the required sync direction. Only one calendar provider can be active at a time.

PianoPlanner allows one active calendar provider at a time. Check your appointments, safely disconnect the current provider, and then connect Google, Microsoft, or Apple.

Switch step by step

Not all calendar synchronization is the same. Here you can see the differences between the methods.

Method	Direction	Realtime	Best for
Google Calendar API	Two-way	Yes	Anyone with a Google account - most complete integration
Microsoft 365 / Outlook	Two-way	Yes	Microsoft 365 or Outlook users
Apple CalDAV	Two-way	Yes	Anyone using iCloud Calendar as primary calendar
iCal Feed	Read only	Every 15-60 min	Simple read-only sync with any calendar app

Your tuning appointments in your own trusted calendar

Would you like your tuning appointments to automatically appear in the calendar you already use on your phone or computer (such as Samsung, Google, or Outlook)? That's easy — just connect the calendars.

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

Why use your own SMTP?

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

SMTP Configuration

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

Common settings

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 customers for appointments. You can customize these emails with your own text, branding, and logo. The editor has a Visual mode for supported text formatting and an HTML mode for inspecting or editing the template source.

For the confirmation, reminder, cancellation, tuning invitation and lead follow-up emails you can also use the Email Designer: pick a colour, adjust the subject, title, greeting, introduction and closing, and PianoPlanner takes care of the layout with your logo. "Save draft" keeps your changes as a draft; "Use this design" puts them into use. The template editor stays available.

Available templates

• Confirmation email — Sent automatically when a customer books an appointment
• Reminder email — Sent before the appointment at the times you choose in the email notifications
• Cancellation email — Sent when you cancel an appointment
• Modification email — Sent when date/time changes
• Tuning Invitation — For inviting customers who are due for a tuning (manual and automatic)
• Appointment Proposal — Sent only when you propose one exact time from Route Fill. Keep the appointment details and the accept button in the template.
• Lead follow-up — You send it from the Leads page after a preview, to someone who started booking but did not finish. The line offering removal of their details is always added.

You switch reminder emails on or off in Settings → Communication → Notifications. Reminder 1 can go out from 2 hours to 7 days before the appointment (24 hours by default); reminder 2 is optional and must be closer to the appointment. You can also choose which customers receive them.

Cancellation Mail When You Delete an Appointment

When you delete a future appointment from the dashboard, the customer is automatically notified by email. The setting Settings → Email → Send cancellation emails controls this and is on by default.

When no cancellation mail is sent

• The appointment is in the past
• The appointment is private or all-day
• The customer has no email address on file
• You unchecked the notify checkbox in the delete modal
• You disabled cancellation mails in Settings → Email

Email Bounces — Detection and Reset

When an email cannot be delivered (wrong address, mailbox full, domain blocks PianoPlanner) the bounce is captured and the email address is blocked from receiving further mail. This protects your sender reputation.

Where do you see bounces?

• A red banner appears on the customer detail page above the bounced email address
• A widget on the dashboard shows how many customers have a bounced email address
• The email log under Settings → Email shows the status "Bounced" or "Soft bounce" per attempt

How to reset a bounce

Open the customer, check or correct the email address, then click Mark checked on the red banner. The block is lifted and you can send mail to that address again.

Emails not arriving?

Check in this order: the customer's spam folder; "Sent emails" in Settings → Communication; a red bounce banner on the customer; and, if you send from your own email domain, the connection test in its settings.

The Template Editor — Two Modes

Editing template

Available variables

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

Variable	Replaced by
{{customerName}}	Customer's name, e.g. "John Smith"
{{date}}	Appointment date
{{time}}	Appointment start time
{{service}}	Service type (e.g., "Tuning")
{{piano_brand}}	Piano brand (e.g., "Steinway")
{{piano_model}}	Piano model
{{bookingLink}}	Customer's personal booking link
{{companyName}}	Your company name
{{companyPhone}}	Your phone number
{{companyEmail}}	Your email address
{{reminderNumber}}	Sequential reminder number (1, 2, 3...) — only for automatic reminders
{{unsubscribeLink}}	Unsubscribe link for the customer — only for automatic reminders

Automatically remind your customers when their piano is due for tuning. This is a powerful way to generate recurring appointments.

How to send invitations?

Tuning interval options

Option	Description
Customer initiates contact	No automatic reminders
3 months	Concert grands, intensive use
6 months	Standard for most pianos
12 months	Recreational use, hobby

Available variables for invitations

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

Find customers who may be due for maintenance, review every invitation and decide whether to invite personal contact or direct online booking.

Open Reminders and choose Reconnect. Select up to 25 customers, choose the invitation style and review and edit every exact email before preparing the send.

"Reconnect" only appears when it has been switched on for your account. Until sending is also switched on, you can view and edit the emails but not prepare the send; preparing requires your own verified email settings.

Customers whose last tuning is more than 3 calendar years ago are suggested. Customers without an instrument or without a known last tuning are never selected automatically; you can select them yourself and they receive a neutral invitation. Customers with a future appointment, a recent visit, a snooze or a blocked email address are left out.

Exclude imported history from automatic invitations. New completed PianoPlanner tunings start a new cycle, including for imported customers and pianos.

PianoPlanner can automatically send tuning reminders to customers when their piano is due for a tuning. You don't have to do anything — the system checks for each piano when the last tuning was, adds the service interval, and sends a reminder at the right time.

How does it work?

Setup — Step by Step

Setting	Default	Explanation
First reminder	30 days	How many days before the tuning is due the first email is sent. For example: 30 days = about 1 month in advance.
Follow-up interval	14 days	How many days between the first and second reminder. After that it becomes monthly.
Maximum per cycle	4 reminders	Maximum number of emails per piano per tuning cycle. After reaching this number, the system stops.
Send time	09:00	Around what time emails are sent. Choose a time when your customers are likely online.

Customize Email Template

Automatic reminders use the same template as manual tuning invitations. You can customize this template via:

Variabele	Uitleg
{{reminderNumber}}	The sequential number of the reminder (1, 2, 3...). Useful to mention in the text.
{{unsubscribeLink}}	A link that allows the customer to unsubscribe from reminders. Automatically placed at the bottom of the email.

Pausing and postponing

Does a customer want to unsubscribe for a while? On the customer page, at Messages, choose "Pause messages" and pick 1, 3, 6 or 12 months. Until then the customer receives no tuning reminders, invitations, proposals or reactivation emails, for all of their pianos. Messages about a booked appointment still go out. After the date it ends by itself; "Resume" ends it earlier. Unsubscribing for good is something the customer does via the link in the email; that stays in place.

The standard reminder ends with "Not a good time? Remind me again in 1 month / 3 months / 6 months". Through that link the customer confirms a period and the reminders for that piano are postponed; the link works for 60 days. These links are only included when automatic tuning reminders are switched on, also in invitations you send yourself. Every invitation ends with an unsubscribe link.

Customer Unsubscribe

At the bottom of every automatic reminder is an unsubscribe link. When a customer clicks it, a clean page confirms they've been unsubscribed.

In the statistics in settings you can see how many customers have unsubscribed. Want to re-subscribe a customer? Contact the helpdesk.

Dashboard Widget

Once you enable automatic reminders, a widget appears on your dashboard with three numbers: total reminders sent, this month's count, and unsubscribed customers.

Manually Sending from the Queue

On the Tuning Reminders page (the bell icon in the menu) you can open the Queue tab to see exactly which pianos are about to receive a reminder. Each row has a green "Send now" button that lets you send the reminder immediately, without waiting for the next automatic batch.

A confirmation appears with the customer name and piano. After confirming, the email is sent immediately and the row disappears from the queue (or moves to the next reminder number). The send is logged in the same place as the automatic ones, so it counts toward the maximum per cycle, sets the next reminder date, and shows up in the History tab.

The button is disabled (greyed out, with a tooltip) when sending is not allowed:

Reason	Explanation
Customer unsubscribed	The customer used the unsubscribe link in an earlier reminder. They no longer receive automatic or manual tuning emails from you.
Already has an appointment	A future tuning appointment is already in your calendar for this piano. A reminder would be confusing.
No email address	The customer record has no email address. Add one on the customer page first.
Maximum reached	The maximum number of reminders for this tuning cycle has already been sent. Wait for the next tuning to start a fresh cycle.

Requirements

Every PianoPlanner user has a unique booking link. Share this with potential customers so they can book an appointment themselves.

What the customer does: choose a service, fill in their details, then pick a time. As soon as they continue after the details step, they are saved as a lead, even if they do not finish. If the customer entered an email address, they receive a confirmation email after booking.

Step by step

Where can you use the link?

Share everywhere

• Your website - 'Book now' button
• Email signature
• Business cards (as QR code)
• Social media bio
• Google My Business
• WhatsApp status

Workshop or showroom visits

If customers may come to your workshop, showroom, store, or company address, first create one service, for example "Workshop visit" or "Showroom visit", with its own duration and description. Then enable the extra booking link in Settings -> Online Booking and select that service under "Service for this booking link". PianoPlanner shows a separate /workshop/your-slug booking URL. The selected service is reserved for that link and no longer appears in the normal public booking link. Smart Suggestions checks the same agenda, working hours, duration, buffers and booking rules. For customers who choose Showroom visit, you can either show every bookable time on the first available day or keep the current smart selection across multiple days. Customers choose a date in a month calendar and then see every bookable time on that day. This applies equally to workshop and showroom visits.

How to set it up

1. Go to Settings -> Business Details and check that your workshop address or company address is filled in.
2. Go to Settings -> Services and create a service such as "Workshop visit" or "Showroom visit" with the right duration and description.
3. Go to Settings -> Online Booking and enable your normal booking link if it is not active yet.
4. Enable "Allow customers to book a workshop visit". Then choose the service in "Show this service on the workshop booking page". The separate workshop/showroom booking URL appears below your normal booking URL.
5. Copy or preview the workshop/showroom booking URL and place that link on your website, in email, or in a QR code. Use the normal booking URL for customer-location services.

• Use the normal booking URL for appointments at the customer's location.
• Use the workshop/showroom booking URL when customers should come to your address. If you selected one service for that link, this page shows only that service and hides it from the normal booking URL.
• PianoPlanner uses your workshop address, or your company address if no workshop address is set. Normal booking links avoid workshop hours when you set them; the workshop/showroom link uses those hours, or falls back to normal weekly availability if no workshop hours are active.

Add to your website

Copy this code and paste it on your website where you want the booking button to appear.

As simple link

As button

New customers can optionally provide instrument type, brand and model while booking. You see this with the appointment and decide whether to use it for the instrument record.

The submitted details appear as customer-provided information with the new appointment, so you can verify them before using them in your records.

When a potential customer starts the booking process but doesn't complete it, their contact details are saved as a lead. This way you never lose a potential customer, even if they abandon the booking halfway through.

Managing Your Leads

Go to Leads in the sidebar menu (under Planning). Here you see all your leads with filter options.

Status Overview

• New — Just captured, not yet contacted
• Contacted — You've reached out to them
• Converted — They became a customer (booked an appointment)
• Dismissed — Not interested or irrelevant

Send a Follow-Up Email

See a new lead with an email address? Send them a personal follow-up email. You first see the email exactly as the customer will receive it, and you can change the subject or add a personal message. The email includes a link back to your booking page with their details pre-filled. To change the standard text, go to Email Templates → Lead follow-up.

Convert a Lead to a Customer

Spoke to a lead and they want to schedule? Convert them to a real customer record with one click — no need to retype name, email, address or phone.

Contact Requests

When a customer can't find a suitable time on your booking page, they can click "Contact us directly". You receive an email with their details so you can call them and find a time together. This way, no potential customer is lost — even when the available time slots don't work for them.

Regular customers don't have to fill in their details every time. Every customer in PianoPlanner has a unique link with pre-filled details.

Available appointments start at the earliest permitted moment and are shown in chronological order, so the customer sees the most logical options first.

Private customers using a personal booking link first check their saved visit address. If they have moved, they can update it before searching for a suitable time. When an address suggestion is available, selecting it fills the address fields together. Their linked pianos and maintenance history remain intact. For theatres, schools, churches and businesses the address is fixed and cannot be changed through the link.

Step by step: Finding and sharing the link

What does the customer see?

When the customer opens the link:

• Their name and address already filled in
• Their piano(s) to choose from
• Smart time suggestions based on their location
• Only relevant services
• Can book directly without an account

Set default service

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

Customers can reschedule their own appointment via a secure link in the confirmation email when customer self-service changes are enabled. No phone call or email needed — they pick a new time from smart suggestions and confirm with one click.

Allow or block customer self-service changes

Go to Settings > Online Booking and use "Customers may cancel or reschedule appointments themselves". Turn it on when customers may manage changes themselves. Turn it off when you want every cancellation or reschedule request to go through you first.

• On: confirmation emails can include a reschedule link and customer booking pages show cancel/reschedule actions.
• Off: new confirmation emails do not include a reschedule link and customer booking pages hide cancel/reschedule actions.
• Links from older emails may still open the reschedule page, but the server blocks loading, suggestions and rescheduling while this setting is off.

How does it work?

Rules

• Rescheduling is only possible up to 24 hours before the appointment
• Past appointments cannot be rescheduled
• The link is unique per appointment and works only once
• Calendar sync (Google/Apple/Microsoft) is automatically triggered

Reminder mails reset automatically on reschedule

When an appointment is moved (by you, by drag and drop, or by the customer via the reschedule link), the reminder flags are cleared. The customer then receives the reminders again for the new date and time, according to your reminder settings — no manual action needed.

When customers book via their personal link, they automatically see smart time suggestions. The system analyzes your existing appointments and suggests the most efficient time slots.

How does it work?

Instead of manually choosing a date and time, the customer sees a list of recommended times. These are calculated based on:

• Existing appointments - Slots just before or after other appointments nearby
• Location - Minimal travel time between appointments
• Working hours - Only within your available times
• Theater hours - Separate hours for theaters if configured

Smart Suggestions engines

You can choose the engine that matches your data quality and planning style:

• Flexible (v5.5) — Ranks feasible times on travel time, route position, date, time of day and existing appointments in the same area. Used when you don't choose a version.
• Efficient (v5.6) — Like Flexible, but keeps the best choice within 30 days of the earliest option and uses the buffers of the service between appointments.
• Smart (v5.7) — Uses Efficient as the base and gives a small bonus to weekdays and times of day on which this customer usually books (from 3 earlier bookings). It never blocks times and never relaxes travel limits. This works where the customer is known: the web planner, the app and rescheduling. On booking links it works like Efficient.
• Optimal (v5.8) — Uses the same checks as Flexible and puts the time with the least extra driving first. With equal extra driving, the earlier date wins, then the preferred time of day.

With travel limits switched on, every version treats them as hard limits for your own bookings: the travel time between appointments (with a 15% margin), the first trip of the day and the absolute maximum. With travel limits switched off, your travel settings limit nothing, in your own planning or in Teams; the chosen version still applies.

Every version, including the team versions, keeps the earliest possible time in the list. If the best option is more than 14 days after the earliest one, the earliest time is shown first.

For teams, Flexible, Efficient and Optimal are available; there is no team version of Smart. Team Flexible combines route efficiency, workload, availability and suitability of team members. With travel limits on, Team Efficient prefers times within 1.5 times your travel time between appointments and only uses a time beyond that when nothing fits within it. Team Optimal ranks team members and times by extra driving and uses member priority only when the extra driving differs by about 5 minutes or less. With travel limits on, the absolute maximum is never exceeded.

Choose the version in Settings → Booking & Planning → Travel & Service Area → Smart Suggestions — version. The choice appears once travel limits are switched on; a saved choice stays in use when you switch them off. The solo choice is used in the web planner, the app, your booking links and rescheduling; the team choice in the team planner and the team booking link. Without a choice, Flexible is used for your own bookings.

What does the customer see?

After selecting a service, recommended times appear with the best choice first. How many you see and how far ahead is searched depends on the booking page, your booking settings, your transport mode and the chosen period:

• Recommended - The most efficient time (green badge)
• Alternative - Good options on other days, sorted by date

The customer can also choose "Pick another time" to manually select a date and time.

Distant customers

Customers further away get a lower score, so nearby options come first. With travel limits on, a time is never offered when the trip is longer than your absolute maximum travel time. For your own bookings the travel time between appointments is also a limit (with a 15% margin); in Teams planning it mainly affects the order (Team Efficient only goes beyond 1.5 times that time when nothing fits within it).

How far ahead is searched follows your booking settings and the page used. The planner and the app search up to 180 days ahead by car and 45 days by bicycle; personal booking links up to 180 days, or, from an invoice link with a date beyond those 180 days, up to 60 days after that date; rescheduling up to 180 days. A fixed number of suggestions is not guaranteed.

Got a gap in your schedule in a specific area? Route Fill lists nearby customers with a service interval and an email address, most urgent first. Customers who already have a future appointment for that piano, or who opted out of emails, are left out. For each customer you choose: send the normal invitation so they pick a time themselves, or propose one exact time.

How does it work?

Propose one exact time

Use Propose time on one customer. They see only your chosen date and time and must explicitly accept it.

When does the appointment appear in your calendar?

Only when the customer accepts. PianoPlanner then checks the time again, including duration and buffers, creates the appointment if it is still free, and sends the normal booking confirmation to the customer and, depending on your notification settings, to you.

If the time was taken in the meantime, no double booking is made. The customer sees that the proposal is no longer available and is asked to contact you.

You can propose the same time to several customers, but it is not reserved for them. Only the first customer to accept gets it; later acceptances are refused. Preferably propose different times.

A proposal is only sent when you press "Send proposal" for a customer. It is never sent automatically, as a reminder or as part of an invitation.

Urgency badges

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

• ⚠️ Overdue — more than 3 months past the service interval, or never tuned
• ⏰ Due — 1 to 3 months past the service interval
• 📅 Soon — due this month
• ✅ On schedule — due in a month or more

Route Analysis helps you see how efficient your daily schedule is. View distances between appointments, get an efficiency score, and receive suggestions to save travel time.

How to Access

Day Analysis

The day view shows you:

• 📊 Efficiency Score (A-F grade) - How efficient your route is
• 🚗 Total Distance - Sum of all trips between appointments
• ⏱️ Travel Time - Estimated driving time for all trips
• 📍 Trip List - Each journey with start, destination, km and minutes
• 🗺️ Day Route - Show the day on a map with numbered stops and open the chronological route in Google Maps. Long days are split into consecutive route parts; appointments without an address are not included.

Week Analysis

The week view gives you a broader perspective:

• 📅 Daily Scores - See which days have efficient vs inefficient routes
• 📈 Weekly Average - Overall efficiency percentage
• ⚡ Cross-Day Opportunities - Suggestions to move appointments between days
• 🗺️ Daily Maps - Open each day's chronological route directly

Understanding Efficiency Scores

Grade	Score	What it means
A	90-100%	Excellent! Your route is very efficient.
B	80-89%	Good route with minor improvements possible.
C	70-79%	Acceptable, but consider the suggestions.
D	60-69%	Inefficient route - check the suggestions.
F	<60%	Very inefficient - a lot of extra travel time.

Move in one click

When the day analysis finds a better time for an appointment, you'll see a "Quick move to" button. Clicking it will:

• Show a confirmation with the proposed change
• Check for conflicts with existing appointments
• Move the appointment if you confirm

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 today
🟡 MEDIUM	Long trip (>30km) or zigzag	Consider
🟢 TIP	Possible improvement	Nice to have

Have gaps between your appointments that waste time? The Streamline button automatically tightens your schedule by recalculating appointment times based on real travel times.

How does it work?

What does Streamline calculate?

• Real travel time from your company address to the first appointment
• Real travel time between each consecutive appointment
• Your configured buffer time is added after each travel time
• The first appointment starts at your working hours start + travel time

Understanding the preview

The preview shows each appointment with its current time and the proposed new time. Appointments that would move are highlighted, and you can see the total time saved at the top of the preview.

Theaters, concert halls, and other venues often have different availability than private customers. They're mainly available evenings and weekends - exactly when you're normally off! With Theater Availability you can set separate working hours for these special customers.

Benefits of Theater Mode

• 🎭 Separate availability - Theaters don't see your 9-5 private slots
• ⚡ Last-minute bookings - Theaters can book with just 2 hours notice (you set this)
• 📅 Shorter booking window - Theaters often can't plan far ahead
• 🎹 Concert-ready tuning - They book when they need it, before performances
• 💼 Extra income - Fill your evenings with well-paying theater work

Step-by-Step: Setting Up Theater Hours

Marking a Customer as "Theater"

Now tell PianoPlanner which customers should use theater hours:

Theater Booking Window

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

PianoPlanner has a built-in QR code generator for your booking page. Print it on business cards, flyers, or place it in your workshop — customers scan it and go directly to your booking page.

PianoPlanner considers the type of service when you complete an appointment, preventing the last tuning date from changing after work such as an inspection or repair.

In Settings → Services, indicate whether a service counts as a tuning. When you complete an appointment, PianoPlanner shows whether the linked piano's tuning history will be updated.

This way of completing is being introduced step by step and is only active for selected accounts. For all other accounts completing works as described under Dashboard: the "Update tuning" checkbox decides whether the last tuning date is updated.

PianoPlanner automatically tracks the service history of every piano. This helps you remember when pianos need tuning - no more forgetting customers or guessing when you last visited!

How It Works (Automatically!)

PianoPlanner automatically updates "Last tuning" based on:

• ✅ Completed appointments - When you finish a tuning, the piano record updates
• ✅ Service records - Notes you add to the piano's history
• ✅ Manual date entry - If you enter a past tuning date yourself

You don't have to do anything! Just complete your appointments as normal, and PianoPlanner keeps track.

Climate history

While completing an appointment you can record humidity, temperature and a short climate note. The measurements are stored on the piano, so you build a history over time.

• See whether a piano is exposed to recurring dry or humid periods
• Support advice about humidifiers, ventilation or room conditions with actual readings
• Keep climate notes together with the service history instead of in separate paper notes

Understanding the Status Colors

Each piano 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 - time to contact customer!
● 30 days overdue	🔴 Past due date - definitely time to call!
● Not yet tuned	ℹ️ New piano - no history recorded yet

Setting the Right Tuning Interval

Different pianos need different care. A concert grand in a theater needs tuning every few months, while a hobby piano at home might only need yearly service. You set the interval per piano!

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

Changing the interval of several pianos at once

In Pianos, tick the pianos you want to change and click "Change interval" in the bar that appears. Choose the interval, including "Customer initiates contact", and click Apply. PianoPlanner first asks you to confirm how many pianos will change.

Manually Recording a Past Tuning

Did you tune a piano before using PianoPlanner? You can enter the date manually:

Condition reports let you document the state of a piano, keep findings with the piano record, and share a professional PDF report with the customer.

Creating a report

How reports are linked

A condition report stays linked to the owner account, customer, piano and, when it was created from an appointment, that appointment. This keeps service history, climate readings, findings and later workshop work traceable per instrument.

You can customize how the calendar displays time slots. Choose between 1-hour slots or 1.5-hour slots depending on your typical appointment length.

Changing Slot Duration

Your preference is saved automatically and will be remembered next time you visit.

Choose which hours are visible in your calendar, from early morning through 24:00. This changes only the calendar display, not your working hours or booking availability.

Switching from another piano service management system? PianoPlanner's Import Hub makes it easy to bring your existing data — customers, pianos, appointments, and service history.

Import Hub

Navigate to Management → Import to open the Import Hub. From here, choose the import method that fits your situation:

Method	Best for	What it imports
Gazelle Import	Migrating from Gazelle	Customers, pianos, service history — all in one guided workflow with automatic field mapping
Contacts Import	Phone contacts, vCard files, CSV	Customers — names, addresses, phone numbers, emails from .vcf or .csv files
Calendar Import	Moving from another calendar	Appointments from .ics calendar files — dates, times, descriptions
Pianocal Import	Migrating from Pianocal	Import your customers and pianos from a Pianocal ClientList export (.csv).
Generic CSV	Any other system	Customers and pianos from CSV with automatic column detection (coming soon)

Gazelle Wizard

The Gazelle wizard is a step-by-step guide specifically designed for Gazelle users. Export your data from Gazelle as CSV files, then upload them in the wizard. PianoPlanner automatically maps Gazelle's fields to the correct columns — customers, pianos, and service history are all imported in one go.

What to export from Gazelle

For the best migration, export these CSV files from Gazelle: Clients.csv, Pianos.csv, Events.csv and Msl.csv. If you are unsure, contact support from the onboarding import step. We will tell you how to deliver the files securely; do not send customer files by regular email.

Pianos from the CSV template

Upload the Pianos template in step 2 of the import wizard. Pianos are linked to customers through the customer_email column, so import your customers first. service_interval is the tuning interval in months (0 means the customer initiates contact) and last_tuning_date uses the format YYYY-MM-DD. After the import, the summary shows how many pianos have no customer and how many have no tuning interval. Pianos without an interval are set to "Customer initiates contact" and get no automatic reminders until you change the interval.

Contacts Import

Import customers from your phone contacts or any vCard (.vcf) file. You can also upload a CSV file with customer data. Names, addresses, phone numbers, and emails are imported automatically.

Calendar Import

Upload an .ics file exported from Apple Calendar, Google Calendar, Outlook, or any other calendar app. Appointments are created with the original dates, times, and descriptions.

Import options

Option	What does it do?
Active only	Only import customers/pianos marked as active
Skip duplicates	Skip customers that already exist (based on email)
Include company name	Add company name to customer name

Going on vacation or need a day off? Block days in your calendar so customers can't book appointments during that time. Blocked days are also excluded from Smart Suggestions.

How to block days

There are two ways to block days:

From the Dashboard

From Settings

Go to Settings → Blocked Days to see all your blocked periods at a glance. Add new blocked days, edit existing ones, or remove them. Consecutive days with the same title are grouped into ranges.

What happens when days are blocked?

• Online booking is disabled for those days — customers see them as unavailable
• Smart Suggestions skips blocked days when recommending appointment times
• Blocked days appear in your calendar with a distinct visual style
• Calendar sync respects blocked days — they appear as "Busy" in external calendars

Need to track personal trips separately from business appointments? Mark appointments as private to keep them separate in your mileage records and sync them to external calendars without revealing details.

How to create a private appointment

Visual distinction

Private appointments appear in purple with a 🔒 icon in your calendar, making them easy to distinguish from business appointments.

Calendar sync

When synced to Google, Apple, or Microsoft calendars, private appointments appear as "Busy" without showing any details, location, or description. Your privacy is protected!

Keep a tax-proof mileage administration. PianoPlanner automatically tracks kilometers from appointments, and you can add manual trips, register odometer readings and export everything for your tax 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 Settings → Business → Mileage Tracking and fill in your license plate and vehicle name. This appears on your mileage reports and PDF exports.

Odometer readings

Register your odometer readings periodically (e.g. at the start and end of the year). This serves as proof for the tax authorities and helps verify your trip records.

Automatic tracking

Every appointment with a customer address automatically generates a trip record. The system calculates the distance from your business address to the customer location.

Smart round-trip calculation

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

• Other appointments during the day → One-way only (you continue to the next location)
• Last appointment of the day → Return trip (real km home via Google Maps)

Manual trips

For trips not linked to an appointment (e.g. picking up parts, visiting a supplier), add manual trips via the dashboard mileage widget or via Settings.

Export & reports

• 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 Report gives you a detailed overview of all your trips over any period. Filter by date range, see totals and export a complete expense report.

How to use

Report columns

Column	Description
Date	Date of the appointment
Customer	Customer name with link to detail page
Location	Address of the appointment
Route	Open in Google Maps for navigation
Distance	One-way distance in km
Travel time	Estimated driving time

PianoPlanner works on your phone and tablet. On iPhone and iPad you install it as a web app via Safari. On Android you can install the PianoPlanner app, or the web app via Chrome.

Install on iPhone / iPad

PianoPlanner app for Android

On Android you can also install the PianoPlanner app. Open pianoplanner.com/download on your phone, download the app (APK) and follow the steps on that page. It runs on Android 7.0 or newer.

The buttons at the top of an invoice, such as PDF, save and mark as paid, no longer sit under your phone's status bar, so you can tap them.

In a team account: as the team owner, choose which technician a new appointment is for. The calendar shows each assigned appointment in that technician's colour.

Download for Android

Install on Android

What you get on mobile

• Full calendar view optimized for touch
• Quickly look up customers and pianos
• Create and edit appointments on the go
• Create and send invoices from your phone
• Push notifications for new bookings

Completing appointments on mobile

From the PWA agenda, tap an appointment and complete it in one sheet. You can record payment, update the piano, save a climate reading and decide what to do with a condition report before closing the visit.

• Choose the payment result: invoice draft, mark for invoicing later, pin, cash, or no payment.
• Optionally enter humidity, temperature and a short climate note. The reading is stored on the piano.
• Choose no report, create a draft condition report, or open the report immediately after completing the appointment.
• After completion, PianoPlanner shows the relevant next action: open the report draft, open the invoice draft, or continue the route.

Navigation

The mobile app has a bottom navigation bar with 5 tabs: Calendar, Customers, Pianos, Smart Planning and Menu. Use Menu to return to the launcher, Settings, the full app and invoicing.

Without a connection, the app shows the pages it has saved and the data it loaded before; changes need a connection. If the app does not load properly, reload it, or remove it and install it again.

Receive instant push notifications when a customer books an appointment online. Works on desktop and mobile (when the PWA is installed).

PianoPlanner supports optional workshop and showroom time blocks for work at your own location. Normal customer-location bookings avoid these hours when you set them; the separate workshop/showroom booking link uses them as available visit times, or falls back to your normal weekly availability.

Setting up workshop hours

Go to Settings -> Availability -> Workshop Availability to configure separate workshop hours. Use Week Availability for your total workweek. Only add Workshop Availability when you want dedicated blocks for the moments when you are at your workshop, showroom, or company location.

Features

• Set workshop availability per day of the week
• Normal customer-location bookings avoid workshop hours
• The workshop/showroom link uses workshop hours when active, otherwise normal weekly availability
• Workshop appointments visible in your agenda with a dedicated icon
• Workshop statistics in your dashboard reports

Smart Pick integration

Smart Suggestions treats workshop hours differently by booking type. Normal customer-location bookings avoid workshop hours when active; the separate workshop/showroom link offers times within those hours, or falls back to normal weekly availability when no workshop hours are active. It still checks your agenda for conflicts.

Not every appointment needs a customer record. PianoPlanner lets you quickly create walk-in appointments and internal workshop tasks directly from your dashboard.

Walk-in appointments

When a customer walks in unexpectedly, use the quick walk-in button on your dashboard action sheet. Enter a name and service — no need to create a full customer record first.

Tasks without customer

Need to block time for internal work? Create a task without linking it to a customer. Perfect for workshop maintenance, administrative work, or personal time blocks.

How to create

• From the dashboard: tap the + button and choose 'Walk-in' or 'Task'
• Walk-in: enter a name, choose a service, and pick a time
• Task: add a description and time — no customer needed
• Both types appear in your agenda and respect your availability

Create a clear proposal for your customer, without creating a project first.

The quotes overview shows each quote with customer, amount, valid-until date and status. Use the status cards to filter drafts, issued, sent and expired quotes. Default email texts with variables are managed under Quote settings.

Quotes are available from Pro, just like invoices.

1. Create quote
2. Select a customer
3. Add product or service…
4. Shared with invoices. Existing quote lines keep their copied description and price.
5. Configure starting points
6. Enter your own quantities and prices, excluding tax. Nothing is sent automatically.
7. Save draft
8. View PDF
9. Download PDF
10. Issue this version
11. Send…

PDF preview and download save your changes and show a draft. An expiry date is not required. Issuing a final version is optional.

Send the quote by email from the quote page. The final version is saved first and exactly that PDF is attached. Every send is recorded with the quote; if delivery cannot be confirmed, check with your customer before sending again.

The email contains a personal link. With it your customer views exactly the version you sent and accepts it with their name and a tick box; opening the link never accepts. The link works up to and including the valid-until date. If you send a newer version, the old link expires: only the most recently sent version can be accepted. You can also withdraw a link yourself.

After acceptance the quote shows who accepted it and when. You and your customer automatically receive a confirmation with the quote attached. If a confirmation fails, you can send it again from the quote.

With Create invoice in the quote's menu you turn the quote into a draft invoice. If your customer accepted online, exactly the accepted version is used, even if you changed the quote afterwards; otherwise the newest issued version. Lines, amounts, VAT and currency are taken over unchanged and nothing is sent. Each quote gets one invoice; the quote then shows Open invoice. Only the account owner can do this.

The Workshop Project Planner helps you manage larger workshop jobs — piano rebuilds, restorations, or any multi-step project. Track tasks, hours, deadlines, and link projects to customers and pianos.

Creating a project

Navigate to Projects in the main menu and click 'New project'. Give it a title, optionally link a customer and piano, set a priority, status and deadline, add notes, and estimate the total hours. You can also start a project from a piano or a finalized condition report.

Managing tasks

Each project can have multiple tasks. Add tasks quickly with the input field at the bottom of the task list, or click a task to edit its type, description, notes, quantity and unit, price, cost price, billable, worked hours, status and due date. The material status and, if your account has a team, the assigned team member are set directly in the task list. Planned hours come from linked workshop appointments.

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

Capacity overview

The capacity summary on the projects overview shows used, planned and available workshop hours for this week. Overbooking is visible in the summary. This is based on your workshop hours configured in Settings → Workshop.

Material lines have their own status: Not ordered, Ordered, Received or Installed. From the projects overview you can open a central order list with the materials that are not yet received from projects in Planning, Active or Paused; you can update the status there, and a line leaves the list once it is received or installed.

Features

• Link projects to customers and pianos, or create them from a piano or condition report
• Priority levels: Low, Normal, High, Urgent
• Status tracking: Planning → Active → Paused → Completed
• Visual progress bar based on completed tasks
• Weekly capacity tracking based on your workshop hours, with grid and timeline views
• Filter, search and duplicate projects (a copy starts again at Planning with all tasks open), assign tasks to team members if your account has a team, and track materials and work history

Open a project for its phase bar, task progress, hours, materials, work history and quote. From there you can duplicate, edit or delete it and go straight to the linked customer or piano. The timeline view is available on larger screens.

Quotes & Pricing

Turn your project task list into a professional quote. Each task can include pricing information that's automatically calculated and ready to share with your customer.

Excel-style Editing

The task list works like a spreadsheet. Click any cell to edit inline. Changes are saved automatically as you type. Press Enter to move to the next row, or Tab to move to the next 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-time labor, material and other totals, including cost price, selling price and margin. Only tasks marked as 'billable' (green checkbox) are included in the quote. Toggle billable off for internal tasks you don't want to charge for.

Export Quote

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

Server-side quote PDF

The PDF quote is generated by PianoPlanner on the server. It can include your logo, project description, full customer address, quote number, valid-until date, quote terms and VAT totals.

Accept quote and invoice

Use Accept & invoice to turn a project quote into a ready-to-send draft invoice. PianoPlanner suggests the safest invoice type based on project progress. The project detail also shows the planning phases, material statuses, VAT-inclusive or VAT-exclusive quote totals and linked work history.

• Partial invoice: bill completed tasks and worked workshop hours.
• Full invoice: bill the full quote in one go.
• Deposit invoice: bill a fixed percentage, for example 50%.
• The invoice stays linked to the project, so project cards can show deposit, partial or fully invoiced badges.

For a follow-up invoice, PianoPlanner adds a negative "already invoiced" line for earlier sent, confirmed, paid or overdue invoices of the project; drafts do not count. Check the lines and amounts before you send the invoice.

The ten phases: Intake → Diagnosis / inspection → Quote → Approved / scheduled → Preparation → Execution → Inspection / adjustment → Ready for delivery → Delivered / completed → Invoiced.

Condition report to project flow

Use this workflow when an inspection grows into workshop work. It keeps findings, pricing, and hour registration in one chain.

Manage your piano inventory — showroom stock, workshop instruments, and sold pianos. Track every instrument from arrival to sale, and plan showroom tuning batches efficiently.

Adding pianos

Navigate to Inventory in the main menu. Click 'Add Piano' to enter brand, model, serial number, type (upright, grand, digital, harpsichord), and internal location. You can also import pianos in bulk via CSV.

Locations & Status

Each piano has a location (showroom, workshop, or other) and a status (in stock or sold). Filter and search your inventory to quickly find any instrument.

Showroom Batch Planning

Select multiple pianos and click 'Create Showroom Batch' to schedule a tuning session for all of them at once. Set the location, estimated duration per piano, and choose a date — or use Smart Suggestions to find the best time.

Features

• Track pianos by brand, model, serial number, and type
• Location badges: Showroom, Workshop, Other
• Status tracking: In Stock → Sold
• Bulk select pianos for showroom batch tuning
• Smart Suggestions integration for batch scheduling
• CSV import for bulk inventory management

PianoPlanner can generate machine-readable UBL 2.1 XML invoices alongside your PDF invoices. These e-invoices comply with European standards and are automatically attached when emailing invoices.

Supported standards

Standard	Country	Description
NLCIUS	🇳🇱 Netherlands	Dutch implementation of the EU e-invoicing standard
XRechnung	🇩🇪 Germany	German e-invoicing standard, mandatory for B2G invoices
Peppol BIS 3.0	🇪🇺 EU	Pan-European e-invoicing standard for cross-border invoices

How it works

Go to Invoices → Settings and look for the UBL toggle. When enabled, every invoice email automatically includes a UBL XML attachment alongside the PDF. The correct standard is selected based on your customer's country.

Options

• Auto (default) — UBL is enabled for EU customers, disabled for non-EU
• Always on — UBL XML attached to every invoice email
• Off — No UBL XML, only PDF

Choose Standard, Noto Sans, Noto Serif or available Georgia in invoice settings. PDF preview shows the exact result.

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

Invoice Numbering

There are two ways to create an invoice: from the agenda or manually.

From the Agenda (recommended)

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

• Customer name and details
• Service description with instrument (e.g. "Tuning — Steinway & Sons D")
• Appointment date in the description
• Service price from your services configuration
• Customer notes (as a separate text line)

Manual Invoice

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 Invoices

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.

PianoPlanner can calculate the real one-way distance from your company address to the customer address and add it as a travel charge on the invoice. This customer billing rate is separate from the fiscal mileage rate used for internal mileage tracking.

Set your customer travel rate

Add the line to an invoice

When you create or edit an invoice for a customer, click "Add mileage". PianoPlanner uses the appointment's stored company-to-customer distance when available, or calculates it from your company address to the customer address. The result is added as one clear invoice line with the total amount.

Customer-specific rates

Some customers may have a different travel agreement. Open the customer profile, edit the billing section, and enable a customer-specific travel charge. That rate overrides the default invoice settings for that customer only.

With PianoPlanner on your homescreen you can create and send invoices directly from your phone — even while you're still at the customer's location.

From a Customer Profile

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

• Select a service — the price is automatically filled in
• Add a description or notes
• Choose the invoice status (draft, sent, paid)
• Send with payment link — the customer can pay online immediately

Typical Mobile Workflow

Invoice settings and customer type determine whether entered prices are tax-inclusive or tax-exclusive. The country profile changes labels and layout only; choose and verify the applicable tax rate for your own business situation.

Private Customers

Business / Institutions

Setting the Customer Type

To ensure correct VAT handling, set the customer type in each customer profile:

• Individual — Price inclusive VAT
• Business — Price exclusive VAT
• School — Price exclusive VAT
• Church — Price exclusive VAT
• Theater — Price exclusive VAT

Accept credit card and other online payments directly on your invoices via Mollie. Customers click the payment link in the invoice email and pay instantly.

Setting up Mollie

Include a personal booking link in your invoice emails so customers can immediately schedule their next tuning. The link uses each customer's unique booking token and automatically suggests the right timeframe based on their piano's service interval.

How it works

Smart date calculation

The suggested start date is calculated automatically: last tuning date + service interval. If a customer has multiple pianos, PianoPlanner picks the earliest next tuning date. For example: a piano tuned on April 9 with a 6-month interval will suggest October 9 as the starting point.

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

Available Integrations

Moneybird, Jortt, Odoo, and e-Boekhouden are available in the current integration settings.

Moneybird (Netherlands/Belgium)

Moneybird is a popular Dutch online accounting package. PianoPlanner connects via the Moneybird API for automatic invoice synchronization.

e-Boekhouden (Netherlands)

Connect with an e-Boekhouden API token. PianoPlanner can synchronize invoices and relations and can check whether synchronized invoices have been paid.

Jortt (Netherlands)

Jortt is a popular Dutch accounting package designed for freelancers and small businesses. PianoPlanner connects via OAuth2 for secure, automatic invoice syncing.

Odoo (International)

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

Sync Log

Every sync action is logged. You can view the sync history in the integration settings to see which invoices have been sent successfully and which ones encountered errors. This helps you quickly spot and resolve any issues.

Not currently integrated

These packages are shown for orientation but do not currently have an active PianoPlanner connection:

• Exact Online — Dutch/international ERP system
• DATEV 🇩🇪 — German market leader for tax advisors
• lexoffice 🇩🇪 — Popular German cloud accounting
• sevDesk 🇩🇪 — German online accounting for freelancers
• Yuki 🇧🇪🇳🇱 — Dutch/Belgian accounting with document processing
• Billit 🇧🇪 — Belgian invoicing platform

PianoPlanner supports 14 active locales through 13 language resources. Change your interface language at any time; English (Ireland) reuses the canonical English text with Irish regional formatting.

How to change language

What changes with your language?

• All menus, labels, and buttons in the interface
• Email templates sent to your customers
• Invoice labels and formatting
• Booking pages shown to your customers
• Date and number formatting

PianoPlanner offers flexible subscription plans to fit your needs. Manage your subscription, upgrade, downgrade, or update your payment details at any time.

Available Plans

Plan	Price	Key Features
Start	€29.50/mo	Unlimited customers & appointments, route analysis, Smart Suggestions, custom SMTP, data import
Pro	€39.50/mo	Everything in Start + two-way calendar sync, quotes and invoicing, mileage tracking, accounting integrations
Pro+	€49.50/mo	Everything in Pro + condition reports, theatre booking links, workshop project planner and staged invoicing
Master	€59.50/mo	Everything in Pro+ + music school booking links
Teams	See the Subscription page (up to 5 technicians)	Team dashboard, planning for several technicians, team booking page and technician portal. Technicians follow their appointments through their own iCal feed; two-way calendar sync is not part of Teams.

You start with a 30-day free trial with the Pro+ features. No payment details are needed. The exact end date is shown on the Subscription page and at the top of your dashboard.

Manage Subscription

Working with multiple technicians? The Teams feature lets you manage a shared customer database, coordinated scheduling, and team booking pages.

Team Agenda: week list

Switch the Team Agenda week view between grid and list. The list uses the same team member filter, including unassigned appointments. Open appointments directly from the list; private and all-day appointments and absences remain recognizable.

Getting started with Teams

Team roles

• Technician — uses the Tuner Portal to view and update assigned appointments.
• Planner — uses Team Dashboard to view the team calendar, assign appointments, use Smart Match and manage absences.

Travel settings per team member

Each team member has their own transport mode (car or bicycle) and home address. Open the team member in Teams to set these. Smart suggestions and travel times on the team booking page use each member’s own transport mode, so a cycling technician gets realistic cycling times. The service area is set separately; see “Service area of a technician” below.

How cycling mode works

• Cycling times come from real Google Maps cycling routes (bike paths, no highways) — not car times with a correction factor.
• Smart suggestions automatically favor nearby customers for cycling members. For a customer farther away, a driving colleague scores better — so the right technician wins naturally.
• A travel-time service area uses the real cycling time. A service area in kilometres is a straight-line distance.
• Times assume an average cyclist (about 16 km/h). With an e-bike you will usually be faster than planned.

Planner access

The Tuner Portal gives technicians a lightweight view of their assigned appointments without needing a full PianoPlanner account. Technicians use the Tuner Portal via magic link. Planners can also receive an access link, but they are redirected to the Team Dashboard with planning rights.

Sending a magic link

Portal features

• View today's and this week's assigned appointments
• Update appointment status: Confirmed, En Route, Completed
• Add notes to appointments
• Mobile-friendly design — works on any phone or tablet
• Record climate readings and create a condition report draft while completing an assigned appointment

Completing appointments in the portal

When a technician marks an assigned appointment as completed, the portal can store payment method, piano update, notes, humidity, temperature and an optional condition report draft.