User Guide

Your business details appear in E-post confirmations ja on your Broneerimine page. Fill these in correctly so Kliendid know exactly who you are.

How to set up your business details?

Your working hours determine when Kliendid can Broneeri Kohtumised. The system only shows Aeg slots within these hours.

Days ja times

Vali the days you work ja set the start ja end Aeg jaoks each Päev.

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

Setting buffers

Buffers Abi you keep Aeg between Kohtumised ja prevent Kliendid -st Broneerimine too last-minute.

Buffer type	What does this do?	Recommended
Buffer before Kohtumine	Minimum Aeg between Broneerimine ja the Kohtumine	2 days recommended jaoks planning
Buffer after Kohtumine	Extra Aeg after an Kohtumine jaoks Märkmed or unexpected delays	15 minutes recommended
Minimum Broneerimine Aeg	How far in advance must Kliendid Broneeri?	2 days gives you Aeg to plan

Your Teenus area determines how far you're willing to drive jaoks Kohtumised. This helps the system make smart suggestions ja prevents bookings that are too far away.

How to set your Teenus area?

Teenused define what you offer to Kliendid — such as Häälestamine, regulation, or repair. Each Teenus has its own duration, Hind, ja Kalender color. Kliendid see these when Broneerimine online.

Setting up Teenused

Kalender colors

Teenus colors Abi you visually distinguish between Kohtumine types in your Kalender. Choose -st preset colors like blue, green, red, purple, etc. The color is also used when syncing -ga Google Kalender.

The Juhtpaneel is your central workspace. Here you find your Kalender, daily overview, quick actions ja useful widgets — everything you need jaoks a productive workday.

Juhtpaneel layout

Your Juhtpaneel is divided into three columns: a left panel -ga quick overviews, the Kalender in the center, ja a right panel -ga statistics ja widgets.

Left panel

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

Kalender

Switch between Päev, Nädal ja Kuu views. Click on a Aeg slot to Loo a new Kohtumine. Drag Kohtumised to move them. Double-click to Muuda.

• Drag & drop — move Kohtumised to a different Aeg or Päev
• Resize — drag the bottom edge of an Kohtumine to change the duration
• Route button — calculate travel times ja color-code your Kohtumised
• Filters — show/hide Kohtumine types (field, workshop, private)

Right panel

• Täna's Kohtumised list -ga Klient details
• Upcoming Kohtumised jaoks the Järgmine days
• Workshop / field Teenus statistics jaoks the Päev
• Mileage widget — current Kuu km overview ja quick-Lisa trips (Pro)

Creating an Kohtumine

PianoPlanner shows you how efficient your Ajakava is -ga a color system. This way you can see at a glance whether your Päev is well planned.

Color legend

How is travel Aeg calculated?

Keep Kõik your Klient data in one place. Lisa Kliendid, link their Klaverid, track Teenus history ja Saada professional emails — Kõik -st a single overview.

Adding a Klient

Klient detail page

Click on a Klient to see their full Profiil. Here you'll find:

• Kõik linked Klaverid -ga Teenus Olek
• Complete Kohtumine history
• Personal Broneerimine link to share -ga the Klient
• Saada Häälestamine invitations directly
• Kontakt information ja Märkmed

Otsi & filter

Use the Otsi bar to quickly find Kliendid by Nimi, E-post, Linn or Telefon number. The list updates as you type.

Track every Klaver you Teenus. Record brand, model, serial number, Aasta ja condition. Link Klaverid to Kliendid ja keep a complete Teenus history.

Adding a Klaver

Klaver detail page

• Full Klaver specifications ja condition Märkmed
• Teenus history — Kõik past Kohtumised ja tunings
• Teenus Olek indicator: on Aeg, coming due, or overdue
• Photos — Laadi üles images of the Klaver jaoks reference

Häälestamine intervals explained

Interval	Meaning
0	Klient initiates Kontakt — no automatic reminders
3	Every 3 months — jaoks concert Klaverid or intensive use
6	Every 6 months — standard jaoks most Klaverid
12	Yearly — jaoks Klaverid -ga light use

Sync PianoPlanner -ga your Google Kalender jaoks two-way sync. Kohtumised appear in both calendars ja updates are automatically synchronized.

Creating connection

Sync options

Option	Kirjeldus
Two-way sync	Changes in both calendars are synchronized
To Google only	Kohtumised are only sent -st PianoPlanner to Google
Include travel Aeg	Automatically Lisa travel Aeg to Kalender events

Do you use Outlook or Microsoft 365? Connect your Kalender jaoks seamless synchronization -ga PianoPlanner.

What do you need?

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

Connecting

What gets synced?

• New Kohtumised in PianoPlanner
• Changes to Aeg ja Kuupäev
• Cancellations

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

Creating an app-specific Parool

Connecting in PianoPlanner

Want to switch -st Google Kalender to Apple Kalender (or vice versa)? You can do this ilma losing any Kohtumised. This is also relevant if you want to move away -st US cloud Teenused ja 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 Asukoht	US (Google Cloud)	Europe (Apple iCloud)
Sync method	Google API (OAuth)	CalDAV (App-wachtwoord)
Direction	Two-way	Two-way
Privaatsus (GDPR)	⚠️	✅

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

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

Your Häälestamine Kohtumised in your own trusted Kalender

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

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

Why use your own SMTP?

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

SMTP Configuration

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

Common Seaded

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 Kliendid jaoks Kohtumised. You can fully customize these emails -ga your own text, branding, ja logo. There are two editing modes: a simple mode jaoks plain text ja an advanced mode jaoks HTML formatting.

Available Mallid

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

The Mall Editor — Two Modes

Editing Mall

Available variables

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

Variable	Replaced by
{{customerName}}	Klient's Nimi, e.g. "John Smith"
{{date}}	Kohtumine Kuupäev
{{time}}	Kohtumine start Aeg
{{service}}	Teenus type (e.g., "Häälestamine")
{{piano_brand}}	Klaver brand (e.g., "Steinway")
{{piano_model}}	Klaver model
{{bookingLink}}	Klient's personal Broneerimine link
{{companyName}}	Your Ettevõte Nimi
{{companyPhone}}	Your Telefon number
{{companyEmail}}	Your E-post Aadress
{{reminderNumber}}	Sequential Meeldetuletus number (1, 2, 3...) — only jaoks automatic reminders
{{unsubscribeLink}}	Unsubscribe link jaoks the Klient — only jaoks automatic reminders

Automatically remind your Kliendid when their Klaver is due jaoks Häälestamine. This is a powerful way to generate recurring Kohtumised.

How to Saada invitations?

Häälestamine interval options

Option	Kirjeldus
Klient initiates Kontakt	No automatic reminders
3 months	Concert grands, intensive use
6 months	Standard jaoks most Klaverid
12 months	Recreational use, hobby

Available variables jaoks invitations

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

PianoPlanner can automatically Saada Häälestamine reminders to Kliendid when their Klaver is due jaoks a Häälestamine. You don't have to do anything — the system checks jaoks each Klaver when the last Häälestamine was, adds the Teenus interval, ja sends a Meeldetuletus at the right Aeg.

How does it work?

Setup — Step by Step

Setting	Default	Explanation
Eerste herinnering	30 dagen	How many days before the Häälestamine is due the first E-post is sent. jaoks example: 30 days = Meist 1 Kuu in advance.
Follow-up interval	14 dagen	How many days between the first ja second Meeldetuletus. After that it becomes monthly.
Maximum per cyclus	4 herinneringen	Maximum number of emails per Klaver per Häälestamine cycle. After reaching this number, the system stops.
Verzendtijdstip	09:00 uur	Around what Aeg emails are sent. Choose a Aeg when your Kliendid are likely online.

Customize E-post Mall

Automatic reminders use the same Mall as manual Häälestamine invitations. You can customize this Mall via:

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

Klient Unsubscribe

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

In the statistics in Seaded you can see how many Kliendid have unsubscribed. Want to re-subscribe a Klient? Kontakt the helpdesk.

Juhtpaneel Widget

Once you enable automatic reminders, a widget appears on your Juhtpaneel -ga three numbers: Kokku reminders sent, this Kuu's count, ja unsubscribed Kliendid.

Requirements

Every PianoPlanner user has a unique Broneerimine link. Share this -ga potential Kliendid so they can Broneeri an Kohtumine themselves.

Step by step

Where can you use the link?

Share everywhere

• Your website - 'Broneeri now' button
• E-post signature
• Business cards (as QR code)
• Social media bio
• Google My Business
• WhatsApp Olek

Lisa to your website

Kopeeri this code ja paste it on your website where you want the Broneerimine button to appear.

As simple link

As button

Regular Kliendid don't have to fill in their details every Aeg. Every Klient in PianoPlanner has a unique link -ga pre-filled details.

Step by step: Finding ja sharing the link

What does the Klient see?

When the Klient opens the link:

• Their Nimi ja Aadress already filled in
• Their Klaver(s) to choose -st
• Smart Aeg suggestions based on their Asukoht
• Only relevant Teenused
• Can Broneeri directly ilma an account

Set default Teenus

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

Kliendid can reschedule their own Kohtumine through a secure link in the confirmation E-post. No Telefon call or E-post needed — they choose a new Aeg -st smart suggestions ja Kinnita -ga one click.

How does it work?

Rules

• Rescheduling is only possible up to 24 hours before the Kohtumine
• Past Kohtumised cannot be rescheduled
• The link is unique per Kohtumine ja works only once
• Kalender sync (Google/Apple/Microsoft) is automatically triggered

When Kliendid Broneeri via their personal link, they automatically see smart Aeg suggestions. The system analyzes your existing Kohtumised ja suggests the most efficient Aeg slots.

How does it work?

Instead of manually choosing a Kuupäev ja Aeg, the Klient sees a list of recommended times. These are calculated based on:

• Existing Kohtumised - Slots just before or after other Kohtumised nearby
• Asukoht - Minimal travel Aeg between Kohtumised
• Working hours - Only within your available times
• Theater hours - Separate hours jaoks theaters if configured

What does the Klient see?

After selecting a Teenus, up to 10 optimal Aeg slots appear, sorted -ga the best choice first:

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

The Klient can also choose "Pick another Aeg" to manually Vali a Kuupäev ja Aeg.

Distant Kliendid

jaoks Kliendid outside your normal Teenus area, the system automatically searches further ahead (up to 6 months) to find the best options. Instead of blocking distant Kliendid, 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 Seaded, smart suggestions take rush hour ja typical traffic patterns into account.

Got a gap in your Ajakava in a specific area? Route Fill helps you find nearby Kliendid who are due jaoks a Häälestamine ja lets you Saada them an invitation in one click.

How does it work?

Urgency badges

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

• 🔴 Overdue — Past the Teenus interval
• 🟠 Due — Within one Kuu of the interval
• 🟡 Soon — Within three months of the interval
• 🟢 On Ajakava — Not yet due

Route Analysis helps you see how efficient your daily Ajakava is. View distances between Kohtumised, get an efficiency score, ja receive suggestions to optimize your route.

How to Access

Päev Analysis

The Päev view shows you:

• 📊 Efficiency Score (A-F grade) - How well your route is optimized
• 🚗 Kokku Kaugus - Sum of Kõik trips between Kohtumised
• ⏱️ Travel Aeg - Estimated driving Aeg jaoks Kõik trips
• 📍 Trip List - Each journey -ga start, destination, km ja minutes

Nädal Analysis

The Nädal view gives you a broader perspective:

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

Understanding Efficiency Scores

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

1-Click Optimization

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

• Check jaoks conflicts -ga existing Kohtumised
• Show a confirmation -ga the proposed change
• Move the Kohtumine if you Kinnita

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 Täna
🟡 MEDIUM	Long trip (>30km) or zigzag	Consider
🟢 TIP	Optimization opportunity	Nice to have

Have gaps between your Kohtumised that waste Aeg? The Streamline button automatically tightens your Ajakava by recalculating Kohtumine times based on real travel times.

How does it work?

What does Streamline calculate?

• Real travel Aeg -st your Ettevõte Aadress to the first Kohtumine
• Real travel Aeg between each consecutive Kohtumine
• Your configured buffer Aeg is added after each travel Aeg
• The first Kohtumine starts at your working hours start + travel Aeg

Understanding the preview

The preview shows each Kohtumine -ga its current Aeg ja the proposed new Aeg. Kohtumised that would move are highlighted, ja you can see the Kokku Aeg 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 Aeg, the system looks at expected traffic jaoks the specific Päev ja Aeg of each Kohtumine.

How does it work?

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

Where is it used?

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

How to enable

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

Benefits of Theater Mode

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

Step-by-Step: Setting Up Theater Hours

Marking a Klient as "Theater"

Now tell PianoPlanner which Kliendid should use theater hours:

Theater Broneerimine Window

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

The Route Optimizer uses Google Maps to calculate the most efficient order jaoks your Kohtumised. It can automatically reorder your Päev to minimize Kokku travel Aeg.

PianoPlanner has a built-in QR code generator jaoks your Broneerimine page. Print it on business cards, flyers, or place it in your workshop — Kliendid scan it ja go directly to your Broneerimine page.

PianoPlanner automatically tracks the Teenus history of every Klaver. This helps you remember when Klaverid need Häälestamine - no more forgetting Kliendid or guessing when you last visited!

How It Works (Automatically!)

PianoPlanner automatically updates "Last Häälestamine" based on:

• ✅ Lõpetatud Kohtumised - When you finish a Häälestamine, the Klaver record updates
• ✅ Teenus records - Märkmed you Lisa to the Klaver's history
• ✅ Manual Kuupäev entry - If you enter a past Häälestamine Kuupäev yourself

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

Understanding the Olek Colors

Each Klaver shows a Olek 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	⚠️ Teenus coming up - Aeg to Kontakt Klient!
● 30 days overdue	🔴 Past due Kuupäev - definitely Aeg to call!
● Not yet tuned	ℹ️ New Klaver - no history recorded yet

Setting the Right Häälestamine Interval

Different Klaverid need different care. A concert grand in a theater needs Häälestamine every few months, while a hobby Klaver at Avaleht might only need yearly Teenus. You set the interval per Klaver!

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

Manually Recording a Past Häälestamine

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

You can customize how the Kalender displays Aeg slots. Choose between 1-hour slots or 1.5-hour slots depending on your typical Kohtumine length.

Changing Slot Duration

Your preference is saved automatically ja will be remembered Järgmine Aeg you visit.

Switching -st another Klaver Teenus management system? PianoPlanner makes it easy to import your existing Kliendid ja Klaverid.

What can you import?

• Kliendid - Names, addresses, Telefon numbers, E-post addresses
• Klaverid - Brand, model, serial number, Aasta, type, Asukoht
• Teenus history - Last Häälestamine dates are preserved

How to import

Import options

Option	What does it do?
Aktiivne only	Only import Kliendid/Klaverid marked as Aktiivne
Skip duplicates	Skip Kliendid that already exist (based on E-post)
Include Ettevõte Nimi	Lisa Ettevõte Nimi to Klient Nimi

Other Import Formats

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

• Gazelle Import — Switching -st Gazelle (Klaver management software)? Use the dedicated Gazelle Import Wizard under Seaded → Import → Gazelle. It automatically recognizes the Gazelle export format.
• vCard (.vcf) Import — Import contacts directly -st your Telefon or E-post client. Export your contacts as a .vcf file ja Laadi üles it to PianoPlanner.
• Kalender (.ics) Import — Import Kohtumised -st your existing Kalender (Google, Apple, Outlook). Export as an .ics file ja Laadi üles it to transfer your existing Kohtumised.

Need to track personal trips separately -st business Kohtumised? Mark Kohtumised as private to keep them separate in your mileage records ja sync them to external calendars ilma revealing details.

How to Loo a private Kohtumine

Visual distinction

Private Kohtumised appear in purple -ga a 🔒 icon in your Kalender, making them easy to distinguish -st business Kohtumised.

Kalender sync

When synced to Google, Apple, or Microsoft calendars, private Kohtumised appear as "Busy" ilma showing any details, Asukoht, or Kirjeldus. Your Privaatsus is protected!

Keep a Maks-proof mileage administration. PianoPlanner automatically tracks kilometers -st Kohtumised, ja you can Lisa manual trips, Registreeru odometer readings ja export everything jaoks your Maks 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 Seaded → Business → Mileage Tracking ja fill in your license plate ja vehicle Nimi. This appears on your mileage reports ja PDF exports.

Odometer readings

Registreeru your odometer readings periodically (e.g. at the start ja end of the Aasta). This serves as proof jaoks the Maks authorities ja helps verify your trip records.

Automatic tracking

Every Kohtumine -ga a Klient Aadress automatically generates a trip record. The system calculates the Kaugus -st your business Aadress to the Klient Asukoht.

Smart round-trip calculation

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

• Other Kohtumised during the Päev → One-way only (you continue to the Järgmine Asukoht)
• Last Kohtumine of the Päev → Return trip (real km Avaleht via Google Maps)

Manual trips

jaoks trips not linked to an Kohtumine (e.g. picking up parts, visiting a supplier), Lisa manual trips via the Juhtpaneel mileage widget or via Seaded.

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 Kõik your trips over any period. Filter by Kuupäev range, see totals ja export a complete expense report.

How to use

Report columns

Column	Kirjeldus
Kuupäev	Kuupäev of the Kohtumine
Klient	Klient Nimi -ga link to detail page
Asukoht	Aadress of the Kohtumine
Route	Open in Google Maps jaoks navigation
Kaugus	One-way Kaugus in km
Travel Aeg	Estimated driving Aeg

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

Install on iPhone / iPad

Install on Android

What you get on mobile

• Full Kalender view optimized jaoks touch
• Quickly look up Kliendid ja Klaverid
• Loo ja Muuda Kohtumised on the go
• Loo ja Saada Arved -st your Telefon
• Push notifications jaoks new bookings

Receive instant push notifications when a Klient books an Kohtumine online. Works on desktop ja mobile (when the PWA is installed).

PianoPlanner supports dedicated workshop Aeg slots jaoks work in your own workshop. Set your workshop availability hours ja they will automatically be blocked in the online Broneerimine Kalender.

Setting up workshop hours

Go to Seaded → Workshop to configure your workshop availability. You can set different hours jaoks each Päev of the Nädal, just like your regular working hours.

Features

• Set workshop availability per Päev of the Nädal
• Workshop hours are automatically blocked jaoks online bookings
• Smart Pick respects workshop hours — no overlapping suggestions
• Workshop Kohtumised visible in your agenda -ga a dedicated icon
• Workshop statistics in your Juhtpaneel reports

Smart Pick integration

When you use Smart Pick to suggest Kohtumine times, it automatically avoids your workshop hours. This ensures Kliendid are never offered a Aeg slot that conflicts -ga your workshop Ajakava.

Not every Kohtumine needs a Klient record. PianoPlanner lets you quickly Loo walk-in Kohtumised ja internal workshop tasks directly -st your Juhtpaneel.

Walk-in Kohtumised

When a Klient walks in unexpectedly, use the quick walk-in button on your Juhtpaneel action sheet. Enter a Nimi ja Teenus — no need to Loo a full Klient record first.

Tasks ilma Klient

Need to block Aeg jaoks internal work? Loo a task ilma linking it to a Klient. Perfect jaoks workshop maintenance, administrative work, or personal Aeg blocks.

How to Loo

• -st the Juhtpaneel: tap the + button ja choose 'Walk-in' or 'Task'
• Walk-in: enter a Nimi, choose a Teenus, ja pick a Aeg
• Task: Lisa a Kirjeldus ja Aeg — no Klient needed
• Both types appear in your agenda ja respect your availability

The Workshop Projekt Planner helps you manage larger workshop jobs — Klaver rebuilds, restorations, or any multi-step Projekt. Track tasks, hours, deadlines, ja link Projektid to Kliendid ja Klaverid.

Creating a Projekt

Navigate to Projektid in the main menu ja click 'New Projekt'. Give it a Pealkiri, optionally link a Klient ja Klaver, set a priority ja deadline, ja estimate the Kokku hours.

Managing tasks

Each Projekt can have multiple tasks. Lisa tasks quickly -ga the inline input field at the bottom of the task list, or click a task to Muuda details like estimated/actual hours ja due dates.

• Click the circle to cycle Olek: 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 bar on the Projektid overview shows how many workshop hours you have used vs. available this Nädal. This is based on your workshop hours configured in Seaded → Workshop.

Features

• Link Projektid to Kliendid ja Klaverid
• Priority levels: Low, Normal, High, Urgent
• Olek tracking: Planning → Aktiivne → Paused → Lõpetatud
• Visual progress bar based on Lõpetatud tasks
• Weekly capacity tracking based on your workshop hours
• Filter ja Otsi across Kõik your Projektid

Quotes & Pricing

Turn your Projekt task list into a professional quote. Each task can include pricing information that's automatically calculated ja ready to share -ga your Klient.

Excel-style Editing

The task list works like a spreadsheet. Click any cell to Muuda inline. Changes are saved automatically as you type. Press Enter to move to the Järgmine row, or Tab to move to the Järgmine 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-Aeg totals jaoks labor, materials, ja other costs. Only tasks marked as 'billable' (green checkbox) are included in the quote. Toggle billable off jaoks internal tasks you don't want to charge jaoks.

Export Quote

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

Arve Numbering

There are two ways to Loo an Arve: -st the agenda or manually.

-st 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:

• Klient Nimi ja details
• Teenus Kirjeldus -ga instrument (e.g. "Häälestamine — Steinway & Sons D")
• Kohtumine Kuupäev in the Kirjeldus
• Teenus Hind -st your Teenused configuration
• Klient Märkmed (as a separate text line)

Manual Arve

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 Arved

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.

-ga PianoPlanner on your homescreen you can Loo ja Saada Arved directly -st your Telefon — even while you're still at the Klient's Asukoht.

-st a Klient Profiil

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

• Vali a Teenus — the Hind is automatically filled in
• Lisa a Kirjeldus or Märkmed
• Choose the Arve Olek (draft, sent, Makstud)
• Saada -ga payment link — the Klient can pay via iDEAL / Wero immediately

Typical Mobile Workflow

PianoPlanner handles KM differently depending on the Klient type. This is determined automatically based on the Klient type set in the Klient Profiil.

Private Kliendid

Business / Institutions

Setting the Klient Type

To ensure correct KM handling, set the Klient type in each Klient Profiil:

• Private — Hind inclusive KM
• Business — Hind exclusive KM
• School — Hind exclusive KM
• Church — Hind exclusive KM
• Theater — Hind exclusive KM

Accept iDEAL, credit card, ja Wero payments directly on your Arved via Mollie. Kliendid click the payment link in the Arve E-post ja 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.

Available Integrations

Currently three integrations are fully operational. More are being developed to Tugi klaverimeistrid across the Netherlands, Belgium, ja Germany.

Moneybird (Netherlands/Belgium)

Moneybird is a popular Dutch online Raamatupidamine package. PianoPlanner connects via the Moneybird API jaoks automatic Arve synchronization.

Jortt (Netherlands)

Jortt is a popular Dutch Raamatupidamine package designed jaoks freelancers ja small businesses. PianoPlanner connects via OAuth2 jaoks secure, automatic Arve syncing.

Odoo (International)

Odoo is an international open-source ERP system -ga a powerful Raamatupidamine 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 Seaded to see which Arved have been sent edukalt ja which ones encountered errors. This helps you quickly spot ja resolve any issues.

Coming Soon

We are actively working on integrations -ga more Raamatupidamine packages used by klaverimeistrid across Europe:

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

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

Available Plans

Plan	Hind	Key Features
Starter	Tasuta	Basic scheduling, up to 25 Kliendid
Solo	€24.50/mo	Unlimited Kliendid, Kalender sync, route optimization, invoicing
Pro	€39.50/mo	Everything in Solo + automatic reminders, Raamatupidamine integrations, priority Tugi
Business	€49/mo	Everything in Pro + Meeskond management, shared Klient database

Manage Subscription

Working -ga multiple technicians? The Meeskonnad feature lets you manage a shared Klient database, coordinated scheduling, ja Meeskond Broneerimine pages.

Getting started -ga Meeskonnad