User Guide

Your Liiketoiminta details appear in Sähköposti confirmations ja on your Varaus page. Fill these in correctly so Asiakkaat know exactly who you are.

How to set up your Liiketoiminta details?

Your working tuntia determine when Asiakkaat can Varaa Ajanvaraukset. The system only shows Aika slots within these tuntia.

Days ja times

Valitse the days you work ja set the Aloita ja end Aika varten each Päivä.

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

Setting buffers

Buffers Ohje you keep Aika between Ajanvaraukset ja prevent Asiakkaat alkaen Varaus too last-minuutti.

Buffer Tyyppi	What does this do?	Suositeltu
Buffer before Ajanvaraus	Minimum Aika between Varaus ja the Ajanvaraus	2 days Suositeltu varten planning
Buffer after Ajanvaraus	Extra Aika after an Ajanvaraus varten Muistiinpanot or unexpected delays	15 minuuttia Suositeltu
Minimum Varaus Aika	How far in advance must Asiakkaat Varaa?	2 days gives you Aika to Suunnitelma

Your Palvelu area determines how far you're willing to drive varten Ajanvaraukset. This helps the system make Älykäs suggestions ja prevents bookings that are too far away.

How to set your Palvelu area?

Palvelut define what you offer to Asiakkaat — such as Viritys, regulation, or repair. Each Palvelu has its own Kesto, Hinta, ja Kalenteri Väri. Asiakkaat see these when Varaus online.

Setting up Palvelut

Kalenteri colors

Palvelu colors Ohje you visually distinguish between Ajanvaraus types in your Kalenteri. Choose alkaen preset colors like blue, green, red, purple, etc. The Väri is also used when syncing kanssa Google Kalenteri.

The Hallintapaneeli is your central workspace. Here you find your Kalenteri, daily overview, quick actions ja useful widgets — everything you need varten a productive workday.

Hallintapaneeli layout

Your Hallintapaneeli is divided into three columns: a left panel kanssa quick overviews, the Kalenteri in the center, ja a right panel kanssa statistics ja widgets.

Left panel

• Mini Kalenteri — quickly navigate between dates
• Traffic lights — see the Päivä Tila at a glance (done, in progress, to do)
• Current Ajanvaraus — shows the Ajanvaraus you're working on right now
• Coming up Tänään — quick list of remaining Ajanvaraukset
• To process — Ajanvaraukset that still need follow-up

Kalenteri

Switch between Päivä, Viikko ja Kuukausi views. Click on a Aika slot to Luo a new Ajanvaraus. Drag Ajanvaraukset to move them. Double-click to Muokkaa.

• Drag & drop — move Ajanvaraukset to a different Aika or Päivä
• Resize — drag the bottom edge of an Ajanvaraus to change the Kesto
• Reitti button — calculate travel times ja Väri-code your Ajanvaraukset
• Filters — Näytä/Piilota Ajanvaraus types (field, workshop, private)

Right panel

• Tänään's Ajanvaraukset list kanssa Asiakas details
• Upcoming Ajanvaraukset varten the Seuraava days
• Workshop / field Palvelu statistics varten the Päivä
• Mileage widget — current Kuukausi km overview ja quick-Lisää trips (Pro)

Creating an Ajanvaraus

PianoPlanner shows you how efficient your Aikataulu is kanssa a Väri system. This way you can see at a glance whether your Päivä is well planned.

Väri legend

How is Matka-aika calculated?

Keep Kaikki your Asiakas data in one place. Lisää Asiakkaat, link their Pianot, track Palvelu history ja Lähetä professional emails — Kaikki alkaen a single overview.

Adding a Asiakas

Asiakas detail page

Click on a Asiakas to see their full Profiili. Here you'll find:

• Kaikki linked Pianot kanssa Palvelu Tila
• Valmis Ajanvaraus history
• Personal Varaus link to Jaa kanssa the Asiakas
• Lähetä Viritys invitations directly
• Yhteystiedot Tiedot ja Muistiinpanot

Hae & Suodata

Use the Hae bar to quickly find Asiakkaat by Nimi, Sähköposti, Kaupunki or Puhelin number. The list updates as you Tyyppi.

Track every Piano you Palvelu. Record Merkki, Malli, Sarjanumero, Vuosi ja Kunto. Link Pianot to Asiakkaat ja keep a Valmis Palvelu history.

Adding a Piano

Piano detail page

• Full Piano specifications ja Kunto Muistiinpanot
• Palvelu history — Kaikki past Ajanvaraukset ja tunings
• Palvelu Tila indicator: on Aika, coming due, or overdue
• Kuvat — Lataa images of the Piano varten reference

Viritys intervals explained

Väli	Meaning
0	Asiakas initiates Yhteystiedot — no Automaattinen reminders
3	Every 3 months — varten concert Pianot or intensive use
6	Every 6 months — standard varten most Pianot
12	Yearly — varten Pianot kanssa light use

Synkronoi PianoPlanner kanssa your Google Kalenteri varten two-way Synkronoi. Ajanvaraukset appear in both calendars ja updates are automatically synchronized.

Creating connection

Synkronoi options

Option	Kuvaus
Two-way Synkronoi	Changes in both calendars are synchronized
To Google only	Ajanvaraukset are only Lähetetty alkaen PianoPlanner to Google
Include Matka-aika	Automatically Lisää Matka-aika to Kalenteri events

Do you use Outlook or Microsoft 365? Yhdistä your Kalenteri varten seamless synchronization kanssa PianoPlanner.

What do you need?

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

Connecting

What gets synced?

• New Ajanvaraukset in PianoPlanner
• Changes to Aika ja Päivämäärä
• Cancellations

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

Creating an app-specific Salasana

Connecting in PianoPlanner

Want to switch alkaen Google Kalenteri to Apple Kalenteri (or vice versa)? You can do this ilman losing any Ajanvaraukset. This is also relevant if you want to move away alkaen US cloud Palvelut 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 Sijainti	US (Google Cloud)	Europe (Apple iCloud)
Synkronoi method	Google API (OAuth)	CalDAV (App-wachtwoord)
Direction	Two-way	Two-way
Tietosuoja (GDPR)	⚠️	✅

Not Kaikki Kalenteri synchronization is the same. Here you can see the differences between the methods.

Method	Direction	Realtime	Best varten
Google Calendar API	Two-way	Kyllä	Anyone kanssa a Google account - most Valmis Integraatio
Microsoft 365 / Outlook	Two-way	Kyllä	Microsoft 365 or Outlook users
Apple CalDAV	Two-way	Kyllä	Anyone using iCloud Kalenteri as primary Kalenteri
iCal Feed	Read only	Every 15-60 min	Simple read-only Synkronoi kanssa any Kalenteri app

Your Viritys Ajanvaraukset in your own trusted Kalenteri

Would you like your Viritys Ajanvaraukset to automatically appear in the Kalenteri you jo use on your Puhelin or computer (such as Samsung, Google, or Outlook)? That's easy — just Yhdistä the calendars.

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

Why use your own SMTP?

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

SMTP Configuration

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

Common Asetukset

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 Asiakkaat varten Ajanvaraukset. You can fully customize these emails kanssa your own text, branding, ja logo. There are two editing modes: a simple mode varten plain text ja an advanced mode varten HTML formatting.

Saatavilla Mallit

• 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 Malli Editor — Two Modes

Editing Malli

Saatavilla variables

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

Variable	Replaced by
{{customerName}}	Asiakas's Nimi, e.g. "John Smith"
{{date}}	Ajanvaraus Päivämäärä
{{time}}	Ajanvaraus Aloita Aika
{{service}}	Palvelu Tyyppi (e.g., "Viritys")
{{piano_brand}}	Piano Merkki (e.g., "Steinway")
{{piano_model}}	Piano Malli
{{bookingLink}}	Asiakas's personal Varaus link
{{companyName}}	Your Yritys Nimi
{{companyPhone}}	Your Puhelin number
{{companyEmail}}	Your Sähköposti Osoite
{{reminderNumber}}	Sequential Muistutus number (1, 2, 3...) — only varten Automaattinen reminders
{{unsubscribeLink}}	Unsubscribe link varten the Asiakas — only varten Automaattinen reminders

Automatically remind your Asiakkaat when their Piano is due varten Viritys. This is a powerful way to generate recurring Ajanvaraukset.

How to Lähetä invitations?

Viritys Väli options

Option	Kuvaus
Asiakas initiates Yhteystiedot	No Automaattinen reminders
3 months	Concert grands, intensive use
6 months	Standard varten most Pianot
12 months	Recreational use, hobby

Saatavilla variables varten invitations

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

PianoPlanner can automatically Lähetä Viritys reminders to Asiakkaat when their Piano is due varten a Viritys. You don't have to do anything — the system checks varten each Piano when the last Viritys was, adds the Palvelu Väli, ja sends a Muistutus at the right Aika.

How does it work?

Setup — Step by Step

Setting	Default	Explanation
Eerste herinnering	30 dagen	How many days before the Viritys is due the first Sähköposti is Lähetetty. varten example: 30 days = Tietoa 1 Kuukausi in advance.
Follow-up interval	14 dagen	How many days between the first ja second Muistutus. After that it becomes monthly.
Maximum per cyclus	4 herinneringen	Maximum number of emails per Piano per Viritys cycle. After reaching this number, the system stops.
Verzendtijdstip	09:00 uur	Around what Aika emails are Lähetetty. Choose a Aika when your Asiakkaat are likely online.

Customize Sähköposti Malli

Automaattinen reminders use the same Malli as Manuaalinen Viritys invitations. You can customize this Malli via:

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

Asiakas Unsubscribe

At the bottom of every Automaattinen Muistutus is an unsubscribe link. When a Asiakas clicks it, a clean page confirms they've been unsubscribed.

In the statistics in Asetukset you can see how many Asiakkaat have unsubscribed. Want to re-subscribe a Asiakas? Yhteystiedot the helpdesk.

Hallintapaneeli Widget

Once you Ota käyttöön Automaattinen reminders, a widget appears on your Hallintapaneeli kanssa three numbers: Yhteensä reminders Lähetetty, this Kuukausi's count, ja unsubscribed Asiakkaat.

Requirements

Every PianoPlanner user has a unique Varaus link. Jaa this kanssa potential Asiakkaat so they can Varaa an Ajanvaraus themselves.

Step by step

Where can you use the link?

Jaa everywhere

• Your website - 'Varaa now' button
• Sähköposti signature
• Liiketoiminta cards (as QR code)
• Social media bio
• Google My Liiketoiminta
• WhatsApp Tila

Lisää to your website

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

As simple link

As button

Regular Asiakkaat don't have to fill in their details every Aika. Every Asiakas in PianoPlanner has a unique link kanssa pre-filled details.

Step by step: Finding ja sharing the link

What does the Asiakas see?

When the Asiakas opens the link:

• Their Nimi ja Osoite jo filled in
• Their Piano(s) to choose alkaen
• Älykäs Aika suggestions based on their Sijainti
• Only relevant Palvelut
• Can Varaa directly ilman an account

Set default Palvelu

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

Asiakkaat can reschedule their own Ajanvaraus through a secure link in the confirmation Sähköposti. No Puhelin call or Sähköposti needed — they choose a new Aika alkaen Älykäs suggestions ja Vahvista kanssa one click.

How does it work?

Rules

• Rescheduling is only possible up to 24 tuntia before the Ajanvaraus
• Past Ajanvaraukset cannot be rescheduled
• The link is unique per Ajanvaraus ja works only once
• Kalenteri Synkronoi (Google/Apple/Microsoft) is automatically triggered

When Asiakkaat Varaa via their personal link, they automatically see Älykäs Aika suggestions. The system analyzes your existing Ajanvaraukset ja suggests the most efficient Aika slots.

How does it work?

Instead of manually choosing a Päivämäärä ja Aika, the Asiakas sees a list of Suositeltu times. These are calculated based on:

• Existing Ajanvaraukset - Slots just before or after other Ajanvaraukset nearby
• Sijainti - Minimal Matka-aika between Ajanvaraukset
• Working tuntia - Only within your Saatavilla times
• Theater tuntia - Separate tuntia varten theaters if configured

What does the Asiakas see?

After selecting a Palvelu, up to 10 optimal Aika slots appear, sorted kanssa the best choice first:

• Suositeltu - The most efficient Aika (green badge)
• Alternative - Good options on other days, sorted by Päivämäärä

The Asiakas can also choose "Pick another Aika" to manually Valitse a Päivämäärä ja Aika.

Distant Asiakkaat

varten Asiakkaat outside your normal Palvelu area, the system automatically searches further ahead (up to 6 months) to find the best options. Instead of blocking distant Asiakkaat, 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 Asetukset, Älykäs suggestions take rush tunti ja typical traffic patterns into account.

Got a gap in your Aikataulu in a specific area? Reitti Fill helps you find nearby Asiakkaat who are due varten a Viritys ja lets you Lähetä them an invitation in one click.

How does it work?

Urgency badges

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

• 🔴 Overdue — Past the Palvelu Väli
• 🟠 Due — Within one Kuukausi of the Väli
• 🟡 Soon — Within three months of the Väli
• 🟢 On Aikataulu — Not yet due

Reitti Analysis helps you see how efficient your daily Aikataulu is. Näytä distances between Ajanvaraukset, get an efficiency score, ja receive suggestions to optimize your Reitti.

How to Access

Päivä Analysis

The Päivä Näytä shows you:

• 📊 Efficiency Score (A-F grade) - How well your Reitti is optimized
• 🚗 Yhteensä Etäisyys - Sum of Kaikki trips between Ajanvaraukset
• ⏱️ Matka-aika - Estimated driving Aika varten Kaikki trips
• 📍 Trip List - Each journey kanssa Aloita, destination, km ja minuuttia

Viikko Analysis

The Viikko Näytä gives you a broader perspective:

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

Understanding Efficiency Scores

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

1-Click Optimization

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

• Check varten conflicts kanssa existing Ajanvaraukset
• Näytä a confirmation kanssa the proposed change
• Move the Ajanvaraus if you Vahvista

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

Have gaps between your Ajanvaraukset that waste Aika? The Streamline button automatically tightens your Aikataulu by recalculating Ajanvaraus times based on real travel times.

How does it work?

What does Streamline calculate?

• Real Matka-aika alkaen your Yritys Osoite to the first Ajanvaraus
• Real Matka-aika between each consecutive Ajanvaraus
• Your configured buffer Aika is added after each Matka-aika
• The first Ajanvaraus starts at your working tuntia Aloita + Matka-aika

Understanding the Esikatselu

The Esikatselu shows each Ajanvaraus kanssa its current Aika ja the proposed new Aika. Ajanvaraukset that would move are highlighted, ja you can see the Yhteensä Aika saved at the top of the Esikatselu.

PianoPlanner can factor in real traffic conditions when calculating travel times. Instead of just using the standard driving Aika, the system looks at expected traffic varten the specific Päivä ja Aika of each Ajanvaraus.

How does it work?

When traffic prediction is enabled, every Matka-aika calculation considers the expected departure Aika. A Maanantai morning rush tunti trip will Näytä a longer Matka-aika than the same trip on a quiet Sunnuntai afternoon.

Where is it used?

• Älykäs Suggestions - Varaus suggestions account varten rush tunti traffic
• Reitti Colors - Kalenteri colors reflect realistic travel times
• Reitti Analysis - Analysis uses traffic-aware durations
• Streamline - Optimized schedules account varten traffic patterns

How to Ota käyttöön

Theaters, concert halls, ja other venues often have different Saatavuus than private Asiakkaat. They're mainly Saatavilla evenings ja weekends - exactly when you're normally off! kanssa Theater Saatavuus you can set separate working tuntia varten these special Asiakkaat.

Benefits of Theater Mode

• 🎭 Separate Saatavuus - Theaters don't see your 9-5 private slots
• ⚡ Last-minuutti bookings - Theaters can Varaa kanssa just 2 tuntia notice (you set this)
• 📅 Shorter Varaus window - Theaters often can't Suunnitelma far ahead
• 🎹 Concert-ready Viritys - They Varaa when they need it, before performances
• 💼 Extra income - Fill your evenings kanssa well-paying theater work

Step-by-Step: Setting Up Theater tuntia

Marking a Asiakas as "Theater"

Now tell PianoPlanner which Asiakkaat should use theater tuntia:

Theater Varaus Window

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

The Reitti Optimizer uses Google Maps to calculate the most efficient order varten your Ajanvaraukset. It can automatically reorder your Päivä to minimize Yhteensä Matka-aika.

PianoPlanner has a built-in QR code generator varten your Varaus page. Tulosta it on Liiketoiminta cards, flyers, or place it in your workshop — Asiakkaat scan it ja go directly to your Varaus page.

PianoPlanner automatically tracks the Palvelu history of every Piano. This helps you remember when Pianot need Viritys - no more forgetting Asiakkaat or guessing when you last visited!

How It Works (Automatically!)

PianoPlanner automatically updates "Last Viritys" based on:

• ✅ Valmis Ajanvaraukset - When you Valmis a Viritys, the Piano record updates
• ✅ Palvelu records - Muistiinpanot you Lisää to the Piano's history
• ✅ Manuaalinen Päivämäärä entry - If you enter a past Viritys Päivämäärä yourself

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

Understanding the Tila Colors

Each Piano shows a Tila 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	⚠️ Palvelu coming up - Aika to Yhteystiedot Asiakas!
● 30 days overdue	🔴 Past due Päivämäärä - definitely Aika to call!
● Not yet tuned	ℹ️ New Piano - no history recorded yet

Setting the Right Viritys Väli

Different Pianot need different care. A concert grand in a theater needs Viritys every few months, while a hobby Piano at Etusivu might only need yearly Palvelu. You set the Väli per Piano!

Step-by-Step: Changing a Piano's Väli

Manually Recording a Past Viritys

Did you tune a Piano before using PianoPlanner? You can enter the Päivämäärä manually:

You can customize how the Kalenteri displays Aika slots. Choose between 1-tunti slots or 1.5-tunti slots depending on your typical Ajanvaraus length.

Changing Slot Kesto

Your preference is saved automatically ja will be remembered Seuraava Aika you visit.

Switching alkaen another Piano Palvelu management system? PianoPlanner makes it easy to Tuo your existing Asiakkaat ja Pianot.

What can you Tuo?

• Asiakkaat - Names, addresses, Puhelin numbers, Sähköposti addresses
• Pianot - Merkki, Malli, Sarjanumero, Vuosi, Tyyppi, Sijainti
• Palvelu history - Last Viritys dates are preserved

How to Tuo

Tuo options

Option	What does it do?
Aktiivinen only	Only Tuo Asiakkaat/Pianot marked as Aktiivinen
Ohita duplicates	Ohita Asiakkaat that jo exist (based on Sähköposti)
Include Yritys Nimi	Lisää Yritys Nimi to Asiakas Nimi

Other Tuo Formats

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

• Gazelle Tuo — Switching alkaen Gazelle (Piano management software)? Use the dedicated Gazelle Tuo Wizard under Asetukset → Tuo → Gazelle. It automatically recognizes the Gazelle Vie format.
• vCard (.vcf) Tuo — Tuo contacts directly alkaen your Puhelin or Sähköposti client. Vie your contacts as a .vcf file ja Lataa it to PianoPlanner.
• Kalenteri (.ics) Tuo — Tuo Ajanvaraukset alkaen your existing Kalenteri (Google, Apple, Outlook). Vie as an .ics file ja Lataa it to transfer your existing Ajanvaraukset.

Need to track personal trips separately alkaen Liiketoiminta Ajanvaraukset? Mark Ajanvaraukset as private to keep them separate in your mileage records ja Synkronoi them to external calendars ilman revealing details.

How to Luo a private Ajanvaraus

Visual distinction

Private Ajanvaraukset appear in purple kanssa a 🔒 icon in your Kalenteri, making them easy to distinguish alkaen Liiketoiminta Ajanvaraukset.

Kalenteri Synkronoi

When synced to Google, Apple, or Microsoft calendars, private Ajanvaraukset appear as "Busy" ilman showing any details, Sijainti, or Kuvaus. Your Tietosuoja is protected!

Keep a Vero-proof mileage administration. PianoPlanner automatically tracks kilometers alkaen Ajanvaraukset, ja you can Lisää Manuaalinen trips, Rekisteröidy odometer readings ja Vie everything varten your Vero 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 Asetukset → Liiketoiminta → Mileage Tracking ja fill in your license plate ja vehicle Nimi. This appears on your mileage Raportit ja PDF exports.

Odometer readings

Rekisteröidy your odometer readings periodically (e.g. at the Aloita ja end of the Vuosi). This serves as proof varten the Vero authorities ja helps verify your trip records.

Automaattinen tracking

Every Ajanvaraus kanssa a Asiakas Osoite automatically generates a trip record. The system calculates the Etäisyys alkaen your Liiketoiminta Osoite to the Asiakas Sijainti.

Älykäs round-trip calculation

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

• Other Ajanvaraukset during the Päivä → One-way only (you Jatka to the Seuraava Sijainti)
• Last Ajanvaraus of the Päivä → Return trip (real km Etusivu via Google Maps)

Manuaalinen trips

varten trips not linked to an Ajanvaraus (e.g. picking up parts, visiting a supplier), Lisää Manuaalinen trips via the Hallintapaneeli mileage widget or via Asetukset.

Vie & Raportit

• 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 Raportti gives you a detailed overview of Kaikki your trips over any period. Suodata by Päivämäärä range, see totals ja Vie a Valmis expense Raportti.

How to use

Raportti columns

Column	Kuvaus
Päivämäärä	Päivämäärä of the Ajanvaraus
Asiakas	Asiakas Nimi kanssa link to detail page
Sijainti	Osoite of the Ajanvaraus
Reitti	Open in Google Maps varten navigation
Etäisyys	One-way Etäisyys in km
Matka-aika	Estimated driving Aika

PianoPlanner works as a Progressive Web App (PWA) — you can install it on your Puhelin 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 Kalenteri Näytä optimized varten touch
• Quickly look up Asiakkaat ja Pianot
• Luo ja Muokkaa Ajanvaraukset on the go
• Luo ja Lähetä Laskut alkaen your Puhelin
• Push notifications varten new bookings

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

PianoPlanner supports dedicated workshop Aika slots varten work in your own workshop. Set your workshop Saatavuus tuntia ja they will automatically be blocked in the online Varaus Kalenteri.

Setting up workshop tuntia

Go to Asetukset → Workshop to Määritä your workshop Saatavuus. You can set different tuntia varten each Päivä of the Viikko, just like your regular working tuntia.

Ominaisuudet

• Set workshop Saatavuus per Päivä of the Viikko
• Workshop tuntia are automatically blocked varten online bookings
• Älykäs Pick respects workshop tuntia — no overlapping suggestions
• Workshop Ajanvaraukset visible in your Päiväjärjestys kanssa a dedicated icon
• Workshop statistics in your Hallintapaneeli Raportit

Älykäs Pick Integraatio

When you use Älykäs Pick to suggest Ajanvaraus times, it automatically avoids your workshop tuntia. This ensures Asiakkaat are never offered a Aika slot that conflicts kanssa your workshop Aikataulu.

Not every Ajanvaraus needs a Asiakas record. PianoPlanner lets you quickly Luo walk-in Ajanvaraukset ja internal workshop tasks directly alkaen your Hallintapaneeli.

Walk-in Ajanvaraukset

When a Asiakas walks in unexpectedly, use the quick walk-in button on your Hallintapaneeli action sheet. Enter a Nimi ja Palvelu — no need to Luo a full Asiakas record first.

Tasks ilman Asiakas

Need to block Aika varten internal work? Luo a task ilman linking it to a Asiakas. Perfect varten workshop maintenance, administrative work, or personal Aika blocks.

How to Luo

• alkaen the Hallintapaneeli: tap the + button ja choose 'Walk-in' or 'Task'
• Walk-in: enter a Nimi, choose a Palvelu, ja pick a Aika
• Task: Lisää a Kuvaus ja Aika — no Asiakas needed
• Both types appear in your Päiväjärjestys ja respect your Saatavuus

The Workshop Projekti Planner helps you Hallitse larger workshop jobs — Piano rebuilds, restorations, or any multi-step Projekti. Track tasks, tuntia, deadlines, ja link Projektit to Asiakkaat ja Pianot.

Creating a Projekti

Navigate to Projektit in the main menu ja click 'New Projekti'. Give it a Otsikko, optionally link a Asiakas ja Piano, set a Prioriteetti ja deadline, ja estimate the Yhteensä tuntia.

Managing tasks

Each Projekti can have multiple tasks. Lisää tasks quickly kanssa the inline input field at the bottom of the task list, or click a task to Muokkaa details like estimated/actual tuntia ja due dates.

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

Capacity overview

The capacity bar on the Projektit overview shows how many workshop tuntia you have used vs. Saatavilla this Viikko. This is based on your workshop tuntia configured in Asetukset → Workshop.

Ominaisuudet

• Link Projektit to Asiakkaat ja Pianot
• Prioriteetti levels: Low, Normal, High, Urgent
• Tila tracking: Planning → Aktiivinen → Paused → Valmis
• Visual progress bar based on Valmis tasks
• Weekly capacity tracking based on your workshop tuntia
• Suodata ja Hae across Kaikki your Projektit

Quotes & Pricing

Turn your Projekti task list into a professional quote. Each task can include pricing Tiedot that's automatically calculated ja ready to Jaa kanssa your Asiakas.

Excel-style Editing

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

Vie Quote

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

Lasku Numbering

There are two ways to Luo an Lasku: alkaen the Päiväjärjestys or manually.

alkaen the Päiväjärjestys (Suositeltu)

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

• Asiakas Nimi ja details
• Palvelu Kuvaus kanssa instrument (e.g. "Viritys — Steinway & Sons D")
• Ajanvaraus Päivämäärä in the Kuvaus
• Palvelu Hinta alkaen your Palvelut configuration
• Asiakas Muistiinpanot (as a separate text line)

Manuaalinen Lasku

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 Laskut

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.

kanssa PianoPlanner on your homescreen you can Luo ja Lähetä Laskut directly alkaen your Puhelin — even while you're still at the Asiakas's Sijainti.

alkaen a Asiakas Profiili

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

• Valitse a Palvelu — the Hinta is automatically filled in
• Lisää a Kuvaus or Muistiinpanot
• Choose the Lasku Tila (Luonnos, Lähetetty, Maksettu)
• Lähetä kanssa payment link — the Asiakas can pay via iDEAL / Wero immediately

Typical Mobile Workflow

PianoPlanner handles ALV differently depending on the Asiakas Tyyppi. This is determined automatically based on the Asiakas Tyyppi set in the Asiakas Profiili.

Private Asiakkaat

Liiketoiminta / Institutions

Setting the Asiakas Tyyppi

To ensure correct ALV handling, set the Asiakas Tyyppi in each Asiakas Profiili:

• Private — Hinta inclusive ALV
• Liiketoiminta — Hinta exclusive ALV
• School — Hinta exclusive ALV
• Church — Hinta exclusive ALV
• Theater — Hinta exclusive ALV

Hyväksy iDEAL, credit card, ja Wero payments directly on your Laskut via Mollie. Asiakkaat click the payment link in the Lasku Sähköposti 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.

Saatavilla Integraatiot

Currently three Integraatiot are fully operational. More are being developed to Tuki pianoteknikot across the Netherlands, Belgium, ja Germany.

Moneybird (Netherlands/Belgium)

Moneybird is a popular Dutch online Kirjanpito package. PianoPlanner connects via the Moneybird API varten Automaattinen Lasku synchronization.

Jortt (Netherlands)

Jortt is a popular Dutch Kirjanpito package designed varten freelancers ja small businesses. PianoPlanner connects via OAuth2 varten secure, Automaattinen Lasku syncing.

Odoo (International)

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

Synkronoi Log

Every Synkronoi action is logged. You can Näytä the Synkronoi history in the Integraatio Asetukset to see which Laskut have been Lähetetty onnistuneesti ja which ones encountered errors. This helps you quickly spot ja resolve any issues.

Coming Soon

We are actively working on Integraatiot kanssa more Kirjanpito packages used by pianoteknikot across Europe:

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

PianoPlanner offers flexible Tilaus plans to fit your needs. Hallitse your Tilaus, Päivitä, downgrade, or Päivitä your payment details at any Aika.

Saatavilla Plans

Suunnitelma	Hinta	Key Ominaisuudet
Starter	Ilmainen	Perus scheduling, up to 25 Asiakkaat
Solo	€24.50/mo	Unlimited Asiakkaat, Kalenteri Synkronoi, Reitti optimization, invoicing
Pro	€39.50/mo	Everything in Solo + Automaattinen reminders, Kirjanpito Integraatiot, Prioriteetti Tuki
Liiketoiminta	€49/mo	Everything in Pro + Tiimi management, shared Asiakas database

Hallitse Tilaus

Working kanssa multiple technicians? The Tiimit Ominaisuus lets you Hallitse a shared Asiakas database, coordinated scheduling, ja Tiimi Varaus pages.

Getting started kanssa Tiimit