User Guide

Your Negocio details appear in Correo electrónico confirmations y on your Reserva page. Fill these in correctly so Clientes know exactly who you son.

How to set up your Negocio details?

Your working horas determine when Clientes can Reservar Citas. el system only shows Hora slots within these horas.

Days y times

Seleccionar el days you work y set el Iniciar y end Hora para each Día.

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

Setting buffers

Buffers Ayuda you keep Hora between Citas y prevent Clientes de Reserva too last-minuto.

Buffer Tipo	What does this do?	Recomendado
Buffer before Cita	Minimum Hora between Reserva y el Cita	2 days Recomendado para planning
Buffer after Cita	Extra Hora after an Cita para Notas or unexpected delays	15 minutos Recomendado
Minimum Reserva Hora	How far in advance must Clientes Reservar?	2 days gives you Hora to Plan

Your Servicio area determines how far you're willing to drive para Citas. This helps el system make Inteligente suggestions y prevents bookings that son too far away.

How to set your Servicio area?

Servicios define what you offer to Clientes — such as Afinación, regulation, or repair. Each Servicio has its own Duración, Precio, y Calendario Color. Clientes see these when Reserva online.

Setting up Servicios

Calendario colors

Servicio colors Ayuda you visually distinguish between Cita types in your Calendario. Choose de preset colors like blue, green, red, purple, etc. el Color is also used when syncing con Google Calendario.

el Panel is your central workspace. Here you find your Calendario, daily overview, quick actions y useful widgets — everything you need para a productive workday.

Panel layout

Your Panel is divided into three columns: a left panel con quick overviews, el Calendario in el center, y a right panel con statistics y widgets.

Left panel

• Mini Calendario — quickly navigate between dates
• Traffic lights — see el Día Estado at a glance (done, in progress, to do)
• Current Cita — shows el Cita you're working on right now
• Coming up Hoy — quick list of remaining Citas
• To process — Citas that still need follow-up

Calendario

Switch between Día, Semana y Mes views. Click on a Hora slot to Crear a new Cita. Drag Citas to move them. Double-click to Editar.

• Drag & drop — move Citas to a different Hora or Día
• Resize — drag el bottom edge of an Cita to change el Duración
• Ruta button — calculate travel times y Color-code your Citas
• Filters — Mostrar/Ocultar Cita types (field, workshop, private)

Right panel

• Hoy's Citas list con Cliente details
• Upcoming Citas para el Siguiente days
• Workshop / field Servicio statistics para el Día
• Mileage widget — current Mes km overview y quick-Añadir trips (Pro)

Creating an Cita

PianoPlanner shows you how efficient your Horario is con a Color system. This way you can see at a glance whether your Día is well planned.

Color legend

How is Tiempo de viaje calculated?

Keep Todo your Cliente data in one place. Añadir Clientes, link their Pianos, track Servicio history y Enviar professional emails — Todo de a single overview.

Adding a Cliente

Cliente detail page

Click on a Cliente to see their full Perfil. Here you'll find:

• Todo linked Pianos con Servicio Estado
• Completar Cita history
• Personal Reserva link to Compartir con el Cliente
• Enviar Afinación invitations directly
• Contacto Información y Notas

Buscar & Filtrar

Use el Buscar bar to quickly find Clientes by Nombre, Correo electrónico, Ciudad or Teléfono number. el list updates as you Tipo.

Track every Piano you Servicio. Record Marca, Modelo, Número de serie, Año y Estado. Link Pianos to Clientes y keep a Completar Servicio history.

Adding a Piano

Piano detail page

• Full Piano specifications y Estado Notas
• Servicio history — Todo past Citas y tunings
• Servicio Estado indicator: on Hora, coming due, or overdue
• Fotos — Subir images of el Piano para reference

Afinación intervals explained

Intervalo	Meaning
0	Cliente initiates Contacto — no Automático reminders
3	Every 3 months — para concert Pianos or intensive use
6	Every 6 months — standard para most Pianos
12	Yearly — para Pianos con light use

Sincronizar PianoPlanner con your Google Calendario para two-way Sincronizar. Citas appear in both calendars y updates son automatically synchronized.

Creating connection

Sincronizar options

Option	Descripción
Two-way Sincronizar	Changes in both calendars son synchronized
To Google only	Citas son only Enviado de PianoPlanner to Google
Include Tiempo de viaje	Automatically Añadir Tiempo de viaje to Calendario events

Do you use Outlook or Microsoft 365? Conectar your Calendario para seamless synchronization con PianoPlanner.

What do you need?

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

Connecting

What gets synced?

• New Citas in PianoPlanner
• Changes to Hora y Fecha
• Cancellations

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

Creating an app-specific Contraseña

Connecting in PianoPlanner

Want to switch de Google Calendario to Apple Calendario (or vice versa)? You can do this sin losing any Citas. This is also relevant if you want to move away de US cloud Servicios y 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 Ubicación	US (Google Cloud)	Europe (Apple iCloud)
Sincronizar method	Google API (OAuth)	CalDAV (App-wachtwoord)
Direction	Two-way	Two-way
Privacidad (GDPR)	⚠️	✅

Not Todo Calendario synchronization is el same. Here you can see el differences between el methods.

Method	Direction	Realtime	Best para
Google Calendar API	Two-way	Sí	Anyone con a Google account - most Completar Integración
Microsoft 365 / Outlook	Two-way	Sí	Microsoft 365 or Outlook users
Apple CalDAV	Two-way	Sí	Anyone using iCloud Calendario as primary Calendario
iCal Feed	Read only	Every 15-60 min	Simple read-only Sincronizar con any Calendario app

Your Afinación Citas in your own trusted Calendario

Would you like your Afinación Citas to automatically appear in el Calendario you ya use on your Teléfono or computer (such as Samsung, Google, or Outlook)? That's easy — just Conectar el calendars.

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

Why use your own SMTP?

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

SMTP Configuration

Field	Example	Explanation
SMTP Host	smtp.mydomain.com	Your mail server Dirección (e.g. smtp.gmail.com)
Port	587 or 465	Usually 587 (TLS) or 465 (SSL)
Username	info@mydomain.com	Usually your full Correo electrónico Dirección
Contraseña	••••••••	Your Correo electrónico Contraseña or app-specific Contraseña
de Dirección	info@mydomain.com	el Correo electrónico Dirección shown as sender

Common Configuración

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 Clientes para Citas. You can fully customize these emails con your own text, branding, y logo. There son two editing modes: a simple mode para plain text y an advanced mode para HTML formatting.

Disponible Plantillas

• 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)

el Plantilla Editor — Two Modes

Editing Plantilla

Disponible variables

Variables son special codes that son automatically replaced con real data. Tipo them exactly as shown (including el double curly braces) or click them in el editor.

Variable	Replaced by
{{customerName}}	Cliente's Nombre, e.g. "John Smith"
{{date}}	Cita Fecha
{{time}}	Cita Iniciar Hora
{{service}}	Servicio Tipo (e.g., "Afinación")
{{piano_brand}}	Piano Marca (e.g., "Steinway")
{{piano_model}}	Piano Modelo
{{bookingLink}}	Cliente's personal Reserva link
{{companyName}}	Your Empresa Nombre
{{companyPhone}}	Your Teléfono number
{{companyEmail}}	Your Correo electrónico Dirección
{{reminderNumber}}	Sequential Recordatorio number (1, 2, 3...) — only para Automático reminders
{{unsubscribeLink}}	Unsubscribe link para el Cliente — only para Automático reminders

Automatically remind your Clientes when their Piano is due para Afinación. This is a powerful way to generate recurring Citas.

How to Enviar invitations?

Afinación Intervalo options

Option	Descripción
Cliente initiates Contacto	No Automático reminders
3 months	Concert grands, intensive use
6 months	Standard para most Pianos
12 months	Recreational use, hobby

Disponible variables para invitations

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

PianoPlanner can automatically Enviar Afinación reminders to Clientes when their Piano is due para a Afinación. You don't have to do anything — el system checks para each Piano when el last Afinación fue, adds el Servicio Intervalo, y sends a Recordatorio at el right Hora.

How does it work?

Setup — Step by Step

Setting	Default	Explanation
Eerste herinnering	30 dagen	How many days before el Afinación is due el first Correo electrónico is Enviado. para example: 30 days = Acerca de 1 Mes in advance.
Follow-up interval	14 dagen	How many days between el first y segundo Recordatorio. After that it becomes monthly.
Maximum per cyclus	4 herinneringen	Maximum number of emails per Piano per Afinación cycle. After reaching this number, el system stops.
Verzendtijdstip	09:00 uur	Around what Hora emails son Enviado. Choose a Hora when your Clientes son likely online.

Customize Correo electrónico Plantilla

Automático reminders use el same Plantilla as Manual Afinación invitations. You can customize this Plantilla via:

Variabele	Uitleg
{{reminderNumber}}	el sequential number of el Recordatorio (1, 2, 3...). Useful to mention in el text.
{{unsubscribeLink}}	A link that allows el Cliente to unsubscribe de reminders. Automatically placed at el bottom of el Correo electrónico.

Cliente Unsubscribe

At el bottom of every Automático Recordatorio is an unsubscribe link. When a Cliente clicks it, a clean page confirms they've been unsubscribed.

In el statistics in Configuración you can see how many Clientes have unsubscribed. Want to re-subscribe a Cliente? Contacto el helpdesk.

Panel Widget

Once you Activar Automático reminders, a widget appears on your Panel con three numbers: Total reminders Enviado, this Mes's count, y unsubscribed Clientes.

Requirements

Every PianoPlanner user has a unique Reserva link. Compartir this con potential Clientes so they can Reservar an Cita themselves.

Step by step

Where can you use el link?

Compartir everywhere

• Your website - 'Reservar now' button
• Correo electrónico signature
• Negocio cards (as QR code)
• Social media bio
• Google My Negocio
• WhatsApp Estado

Añadir to your website

Copiar this code y paste it on your website where you want el Reserva button to appear.

As simple link

As button

Regular Clientes don't have to fill in their details every Hora. Every Cliente in PianoPlanner has a unique link con pre-filled details.

Step by step: Finding y sharing el link

What does el Cliente see?

When el Cliente opens el link:

• Their Nombre y Dirección ya filled in
• Their Piano(s) to choose de
• Inteligente Hora suggestions based on their Ubicación
• Only relevant Servicios
• Can Reservar directly sin an account

Set default Servicio

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

Clientes can reschedule their own Cita through a secure link in el confirmation Correo electrónico. No Teléfono call or Correo electrónico needed — they choose a new Hora de Inteligente suggestions y Confirmar con one click.

How does it work?

Rules

• Rescheduling is only possible up to 24 horas before el Cita
• Past Citas cannot be rescheduled
• el link is unique per Cita y works only once
• Calendario Sincronizar (Google/Apple/Microsoft) is automatically triggered

When Clientes Reservar via their personal link, they automatically see Inteligente Hora suggestions. el system analyzes your existing Citas y suggests el most efficient Hora slots.

How does it work?

Instead of manually choosing a Fecha y Hora, el Cliente sees a list of Recomendado times. These son calculated based on:

• Existing Citas - Slots just before or after other Citas nearby
• Ubicación - Minimal Tiempo de viaje between Citas
• Working horas - Only within your Disponible times
• Theater horas - Separate horas para theaters if configured

What does el Cliente see?

After selecting a service, up to 10 optimal time slots appear, sorted with the best choice first:

• Recomendado - el most efficient Hora (green badge)
• Alternative - Good options on other days, sorted by date

el Cliente can also choose "Pick another Hora" to manually Seleccionar a Fecha y Hora.

Distant customers

For customers outside your normal service area, the system automatically searches further ahead (up to 6 months) to find the best options. Instead of blocking distant customers, 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 settings, smart suggestions take rush hour and typical traffic patterns into account.

Got a gap in your schedule in a specific area? Route Fill helps you find nearby customers who are due for a tuning and lets you send them an invitation in one click.

How does it work?

Urgency badges

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

• 🔴 Overdue — Past the service interval
• 🟠 Due — Within one month of the interval
• 🟡 Soon — Within three months of the interval
• 🟢 On schedule — Not yet due

Ruta Analysis helps you see how efficient your daily Horario is. Ver distances between Citas, get an efficiency score, y receive suggestions to optimize your Ruta.

How to Access

Día Analysis

el Día Ver shows you:

• 📊 Efficiency Score (A-F grade) - How well your Ruta is optimized
• 🚗 Total Distancia - Sum of Todo trips between Citas
• ⏱️ Tiempo de viaje - Estimated driving Hora para Todo trips
• 📍 Trip List - Each journey con Iniciar, destination, km y minutos

Semana Analysis

el Semana Ver gives you a broader perspective:

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

Understanding Efficiency Scores

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

1-Click Optimization

When el system finds optimization opportunities, you'll see suggestions con an "Aplicar" button. Clicking it will:

• Check para conflicts con existing Citas
• Mostrar a confirmation con el proposed change
• Move el Cita if you Confirmar

Urgency Indicators

Each suggestion has a colored urgency level:

Badge	When	Action
🔴 CRITICAL	You será late!	Act immediately
🟠 HIGH	Risk of being late (<10 min buffer)	Fix Hoy
🟡 MEDIUM	Long trip (>30km) or zigzag	Consider
🟢 TIP	Optimization opportunity	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.

PianoPlanner can factor in real traffic conditions when calculating travel times. Instead of just using the standard driving time, the system looks at expected traffic for the specific day and time of each appointment.

How does it work?

When traffic prediction is enabled, every travel time calculation considers the expected departure time. A Monday morning rush hour trip will show a longer travel time than the same trip on a quiet Sunday afternoon.

Where is it used?

• Smart Suggestions - Booking suggestions account for rush hour traffic
• Route Colors - Calendar colors reflect realistic travel times
• Route Analysis - Analysis uses traffic-aware durations
• Streamline - Optimized schedules account for traffic patterns

How to enable

Theaters, concert halls, y other venues often have different Disponibilidad than private Clientes. They're mainly Disponible evenings y weekends - exactly when you're normally off! con Theater Disponibilidad you can set separate working horas para these special Clientes.

Benefits of Theater Mode

• 🎭 Separate Disponibilidad - Theaters don't see your 9-5 private slots
• ⚡ Last-minuto bookings - Theaters can Reservar con just 2 horas notice (you set this)
• 📅 Shorter Reserva window - Theaters often can't Plan far ahead
• 🎹 Concert-ready Afinación - They Reservar when they need it, before performances
• 💼 Extra income - Fill your evenings con well-paying theater work

Step-by-Step: Setting Up Theater horas

Marking a Cliente as "Theater"

Now tell PianoPlanner which Clientes should use theater horas:

Theater Reserva Window

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

el Ruta Optimizer uses Google Maps to calculate el most efficient order para your Citas. It can automatically reorder your Día to minimize Total Tiempo de viaje.

PianoPlanner has a built-in QR code generator para your Reserva page. Imprimir it on Negocio cards, flyers, or place it in your workshop — Clientes scan it y go directly to your Reserva page.

PianoPlanner automatically tracks el Servicio history of every Piano. This helps you remember when Pianos need Afinación - no more forgetting Clientes or guessing when you last visited!

How It Works (Automatically!)

PianoPlanner automatically updates "Last Afinación" based on:

• ✅ Completado Citas - When you Finalizar a Afinación, el Piano record updates
• ✅ Servicio records - Notas you Añadir to el Piano's history
• ✅ Manual Fecha entry - If you enter a past Afinación Fecha yourself

You don't have to do anything! Just Completar your Citas as normal, y PianoPlanner keeps track.

Understanding el Estado Colors

Each Piano shows a Estado 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	⚠️ Servicio coming up - Hora to Contacto Cliente!
● 30 days overdue	🔴 Past due Fecha - definitely Hora to call!
● Not yet tuned	ℹ️ New Piano - no history recorded yet

Setting el Right Afinación Intervalo

Different Pianos need different care. A concert grand in a theater needs Afinación every few months, while a hobby Piano at Inicio might only need yearly Servicio. You set el Intervalo per Piano!

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

Manually Recording a Past Afinación

Did you tune a Piano before using PianoPlanner? You can enter el Fecha manually:

You can customize how el Calendario displays Hora slots. Choose between 1-hora slots or 1.5-hora slots depending on your typical Cita length.

Changing Slot Duración

Your preference is saved automatically y será remembered Siguiente Hora you visit.

Switching de another Piano Servicio management system? PianoPlanner makes it easy to Importar your existing Clientes y Pianos.

What can you Importar?

• Clientes - Names, addresses, Teléfono numbers, Correo electrónico addresses
• Pianos - Marca, Modelo, Número de serie, Año, Tipo, Ubicación
• Servicio history - Last Afinación dates son preserved

How to Importar

Importar options

Option	What does it do?
Activo only	Only Importar Clientes/Pianos marked as Activo
Omitir duplicates	Omitir Clientes that ya exist (based on Correo electrónico)
Include Empresa Nombre	Añadir Empresa Nombre to Cliente Nombre

Other Importar Formats

In addition to CSV, PianoPlanner also supports el following Importar formats:

• Gazelle Importar — Switching de Gazelle (Piano management software)? Use el dedicated Gazelle Importar Wizard under Configuración → Importar → Gazelle. It automatically recognizes el Gazelle Exportar format.
• vCard (.vcf) Importar — Importar contacts directly de your Teléfono or Correo electrónico client. Exportar your contacts as a .vcf file y Subir it to PianoPlanner.
• Calendario (.ics) Importar — Importar Citas de your existing Calendario (Google, Apple, Outlook). Exportar as an .ics file y Subir it to transfer your existing Citas.

Need to track personal trips separately de Negocio Citas? Mark Citas as private to keep them separate in your mileage records y Sincronizar them to external calendars sin revealing details.

How to Crear a private Cita

Visual distinction

Private Citas appear in purple con a 🔒 icon in your Calendario, making them easy to distinguish de Negocio Citas.

Calendario Sincronizar

When synced to Google, Apple, or Microsoft calendars, private Citas appear as "Busy" sin showing any details, Ubicación, or Descripción. Your Privacidad is protected!

Keep a Impuesto-proof mileage administration. PianoPlanner automatically tracks kilometers de Citas, y you can Añadir Manual trips, Registrarse odometer readings y Exportar everything para your Impuesto 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 Configuración → Negocio → Mileage Tracking y fill in your license plate y vehicle Nombre. This appears on your mileage Informes y PDF exports.

Odometer readings

Registrarse your odometer readings periodically (e.g. at el Iniciar y end of el Año). This serves as proof para el Impuesto authorities y helps verify your trip records.

Automático tracking

Every Cita con a Cliente Dirección automatically generates a trip record. el system calculates el Distancia de your Negocio Dirección to el Cliente Ubicación.

Inteligente round-trip calculation

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

• Other Citas during el Día → One-way only (you Continuar to el Siguiente Ubicación)
• Last Cita of el Día → Return trip (real km Inicio via Google Maps)

Manual trips

para trips not linked to an Cita (e.g. picking up parts, visiting a supplier), Añadir Manual trips via el Panel mileage widget or via Configuración.

Exportar & Informes

• 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

el Travel Informe gives you a detailed overview of Todo your trips over any period. Filtrar by Fecha range, see totals y Exportar a Completar expense Informe.

How to use

Informe columns

Column	Descripción
Fecha	Fecha of el Cita
Cliente	Cliente Nombre con link to detail page
Ubicación	Dirección of el Cita
Ruta	Open in Google Maps para navigation
Distancia	One-way Distancia in km
Tiempo de viaje	Estimated driving Hora

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

Instalar on iPhone / iPad

Instalar on Android

What you get on mobile

• Full Calendario Ver optimized para touch
• Quickly look up Clientes y Pianos
• Crear y Editar Citas on el go
• Crear y Enviar Facturas de your Teléfono
• Push notifications para new bookings

Receive instant push notifications when a Cliente books an Cita online. Works on desktop y mobile (when el PWA is installed).

PianoPlanner supports dedicated workshop Hora slots para work in your own workshop. Set your workshop Disponibilidad horas y they will automatically be blocked in el online Reserva Calendario.

Setting up workshop horas

Go to Configuración → Workshop to Configurar your workshop Disponibilidad. You can set different horas para each Día of el Semana, just like your regular working horas.

Funciones

• Set workshop Disponibilidad per Día of el Semana
• Workshop horas son automatically blocked para online bookings
• Inteligente Pick respects workshop horas — no overlapping suggestions
• Workshop Citas visible in your Agenda con a dedicated icon
• Workshop statistics in your Panel Informes

Inteligente Pick Integración

When you use Inteligente Pick to suggest Cita times, it automatically avoids your workshop horas. This ensures Clientes son never offered a Hora slot that conflicts con your workshop Horario.

Not every Cita needs a Cliente record. PianoPlanner lets you quickly Crear walk-in Citas y internal workshop tasks directly de your Panel.

Walk-in Citas

When a Cliente walks in unexpectedly, use el quick walk-in button on your Panel action sheet. Enter a Nombre y Servicio — no need to Crear a full Cliente record first.

Tasks sin Cliente

Need to block Hora para internal work? Crear a task sin linking it to a Cliente. Perfect para workshop maintenance, administrative work, or personal Hora blocks.

How to Crear

• de el Panel: tap el + button y choose 'Walk-in' or 'Task'
• Walk-in: enter a Nombre, choose a Servicio, y pick a Hora
• Task: Añadir a Descripción y Hora — no Cliente needed
• Both types appear in your Agenda y respect your Disponibilidad

el Workshop Proyecto Planner helps you Gestionar larger workshop jobs — Piano rebuilds, restorations, or any multi-step Proyecto. Track tasks, horas, deadlines, y link Proyectos to Clientes y Pianos.

Creating a Proyecto

Navigate to Proyectos in el main menu y click 'New Proyecto'. Give it a Título, optionally link a Cliente y Piano, set a Prioridad y deadline, y estimate el Total horas.

Managing tasks

Each Proyecto can have multiple tasks. Añadir tasks quickly con el inline input field at el bottom of el task list, or click a task to Editar details like estimated/actual horas y due dates.

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

Capacity overview

el capacity bar on el Proyectos overview shows how many workshop horas you have used vs. Disponible this Semana. This is based on your workshop horas configured in Configuración → Workshop.

Funciones

• Link Proyectos to Clientes y Pianos
• Prioridad levels: Low, Normal, High, Urgent
• Estado tracking: Planning → Activo → Paused → Completado
• Visual progress bar based on Completado tasks
• Weekly capacity tracking based on your workshop horas
• Filtrar y Buscar across Todo your Proyectos

Quotes & Pricing

Turn your Proyecto task list into a professional quote. Each task can include pricing Información that's automatically calculated y ready to Compartir con your Cliente.

Excel-style Editing

el task list works like a spreadsheet. Click any cell to Editar inline. Changes son saved automatically as you Tipo. Press Enter to move to el Siguiente row, or Tab to move to el Siguiente 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

el cost overview at el bottom shows real-Hora totals para labor, materials, y other costs. Only tasks marked as 'billable' (green checkbox) son included in el quote. Toggle billable off para internal tasks you don't want to charge para.

Exportar Quote

Click 'Copiar Quote' to Copiar a text version to your clipboard (perfect para pasting into emails), or click 'PDF' to open a professionally formatted quote ready para 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.

Factura Numbering

There son two ways to Crear an Factura: de el Agenda or manually.

de el Agenda (Recomendado)

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

• Cliente Nombre y details
• Servicio Descripción con instrument (e.g. "Afinación — Steinway & Sons D")
• Cita Fecha in el Descripción
• Servicio Precio de your Servicios configuration
• Cliente Notas (as a separate text line)

Manual Factura

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 Facturas

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.

con PianoPlanner on your homescreen you can Crear y Enviar Facturas directly de your Teléfono — even while you're still at el Cliente's Ubicación.

de a Cliente Perfil

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

• Seleccionar a Servicio — el Precio is automatically filled in
• Añadir a Descripción or Notas
• Choose el Factura Estado (Borrador, Enviado, Pagado)
• Enviar con payment link — el Cliente can pay via iDEAL / Wero immediately

Typical Mobile Workflow

PianoPlanner handles IVA differently depending on el Cliente Tipo. This is determined automatically based on el Cliente Tipo set in el Cliente Perfil.

Private Clientes

Negocio / Institutions

Setting el Cliente Tipo

To ensure correct IVA handling, set el Cliente Tipo in each Cliente Perfil:

• Private — Precio inclusive IVA
• Negocio — Precio exclusive IVA
• School — Precio exclusive IVA
• Church — Precio exclusive IVA
• Theater — Precio exclusive IVA

Aceptar iDEAL, credit card, y Wero payments directly on your Facturas via Mollie. Clientes click el payment link in el Factura Correo electrónico y 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.

Disponible Integraciones

Currently three Integraciones son fully operational. More son being developed to Soporte técnicos de Pianos across el Netherlands, Belgium, y Germany.

Moneybird (Netherlands/Belgium)

Moneybird is a popular Dutch online Contabilidad package. PianoPlanner connects via el Moneybird API para Automático Factura synchronization.

Jortt (Netherlands)

Jortt is a popular Dutch Contabilidad package designed para freelancers y small businesses. PianoPlanner connects via OAuth2 para secure, Automático Factura syncing.

Odoo (International)

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

Sincronizar Log

Every Sincronizar action is logged. You can Ver el Sincronizar history in el Integración Configuración to see which Facturas han sido Enviado exitosamente y which ones encountered errors. This helps you quickly spot y resolve any issues.

Coming Soon

We son actively working on Integraciones con more Contabilidad packages used by técnicos de Pianos across Europe:

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

PianoPlanner offers flexible Suscripción plans to fit your needs. Gestionar your Suscripción, Mejorar, downgrade, or Actualizar your payment details at any Hora.

Disponible Plans

Plan	Precio	Key Funciones
Starter	Gratis	Básico scheduling, up to 25 Clientes
Solo	€24.50/mo	Unlimited Clientes, Calendario Sincronizar, Ruta optimization, invoicing
Pro	€39.50/mo	Everything in Solo + Automático reminders, Contabilidad Integraciones, Prioridad Soporte
Negocio	€49/mo	Everything in Pro + Equipo management, shared Cliente database

Gestionar Suscripción

Working con multiple technicians? el Equipos Función lets you Gestionar a shared Cliente database, coordinated scheduling, y Equipo Reserva pages.

Getting started con Equipos