User Guide

Your business details appear in El. paštas confirmations ir on your Rezervacija page. Fill these in correctly so Klientai know exactly who you are.

How to set up your business details?

Your working hours determine when Klientai can Rezervuoti Susitikimai. The system only shows Laikas slots within these hours.

Days ir times

Pasirinkti the days you work ir set the start ir end Laikas dėl each Diena.

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

Setting buffers

Buffers Pagalba you keep Laikas between Susitikimai ir prevent Klientai nuo Rezervacija too last-minute.

Buffer type	What does this do?	Recommended
Buffer before Susitikimas	Minimum Laikas between Rezervacija ir the Susitikimas	2 days recommended dėl planning
Buffer after Susitikimas	Extra Laikas after an Susitikimas dėl Pastabos or unexpected delays	15 minutes recommended
Minimum Rezervacija Laikas	How far in advance must Klientai Rezervuoti?	2 days gives you Laikas to plan

Your Paslauga area determines how far you're willing to drive dėl Susitikimai. This helps the system make smart suggestions ir prevents bookings that are too far away.

How to set your Paslauga area?

Paslaugos define what you offer to Klientai — such as Derinimas, regulation, or repair. Each Paslauga has its own duration, Kaina, ir Kalendorius color. Klientai see these when Rezervacija online.

Setting up Paslaugos

Kalendorius colors

Paslauga colors Pagalba you visually distinguish between Susitikimas types in your Kalendorius. Choose nuo preset colors like blue, green, red, purple, etc. The color is also used when syncing su Google Kalendorius.

The Valdymo skydelis is your central workspace. Here you find your Kalendorius, daily overview, quick actions ir useful widgets — everything you need dėl a productive workday.

Valdymo skydelis layout

Your Valdymo skydelis is divided into three columns: a left panel su quick overviews, the Kalendorius in the center, ir a right panel su statistics ir widgets.

Left panel

• Mini Kalendorius — quickly navigate between dates
• Traffic lights — see the Diena Būsena at a glance (done, in progress, to do)
• Current Susitikimas — shows the Susitikimas you're working on right now
• Coming up Šiandien — quick list of remaining Susitikimai
• To process — Susitikimai that still need follow-up

Kalendorius

Switch between Diena, Savaitė ir Mėnuo views. Click on a Laikas slot to Sukurti a new Susitikimas. Drag Susitikimai to move them. Double-click to Redaguoti.

• Drag & drop — move Susitikimai to a different Laikas or Diena
• Resize — drag the bottom edge of an Susitikimas to change the duration
• Route button — calculate travel times ir color-code your Susitikimai
• Filters — show/hide Susitikimas types (field, workshop, private)

Right panel

• Šiandien's Susitikimai list su Klientas details
• Upcoming Susitikimai dėl the Kitas days
• Workshop / field Paslauga statistics dėl the Diena
• Mileage widget — current Mėnuo km overview ir quick-Pridėti trips (Pro)

Creating an Susitikimas

PianoPlanner shows you how efficient your Tvarkaraštis is su a color system. This way you can see at a glance whether your Diena is well planned.

Color legend

How is travel Laikas calculated?

Keep Visi your Klientas data in one place. Pridėti Klientai, link their Pianinai, track Paslauga history ir Siųsti professional emails — Visi nuo a single overview.

Adding a Klientas

Klientas detail page

Click on a Klientas to see their full Profilis. Here you'll find:

• Visi linked Pianinai su Paslauga Būsena
• Complete Susitikimas history
• Personal Rezervacija link to share su the Klientas
• Siųsti Derinimas invitations directly
• Kontaktai information ir Pastabos

Ieškoti & filter

Use the Ieškoti bar to quickly find Klientai by Vardas, El. paštas, Miestas or Telefonas number. The list updates as you type.

Track every Pianinas you Paslauga. Record brand, model, serial number, Metai ir condition. Link Pianinai to Klientai ir keep a complete Paslauga history.

Adding a Pianinas

Pianinas detail page

• Full Pianinas specifications ir condition Pastabos
• Paslauga history — Visi past Susitikimai ir tunings
• Paslauga Būsena indicator: on Laikas, coming due, or overdue
• Photos — Įkelti images of the Pianinas dėl reference

Derinimas intervals explained

Interval	Meaning
0	Klientas initiates Kontaktai — no automatic reminders
3	Every 3 months — dėl concert Pianinai or intensive use
6	Every 6 months — standard dėl most Pianinai
12	Yearly — dėl Pianinai su light use

Sync PianoPlanner su your Google Kalendorius dėl two-way sync. Susitikimai appear in both calendars ir updates are automatically synchronized.

Creating connection

Sync options

Option	Aprašymas
Two-way sync	Changes in both calendars are synchronized
To Google only	Susitikimai are only sent nuo PianoPlanner to Google
Include travel Laikas	Automatically Pridėti travel Laikas to Kalendorius events

Do you use Outlook or Microsoft 365? Connect your Kalendorius dėl seamless synchronization su PianoPlanner.

What do you need?

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

Connecting

What gets synced?

• New Susitikimai in PianoPlanner
• Changes to Laikas ir Data
• Cancellations

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

Creating an app-specific Slaptažodis

Connecting in PianoPlanner

Want to switch nuo Google Kalendorius to Apple Kalendorius (or vice versa)? You can do this be losing any Susitikimai. This is also relevant if you want to move away nuo US cloud Paslaugos ir 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 Vieta	US (Google Cloud)	Europe (Apple iCloud)
Sync method	Google API (OAuth)	CalDAV (App-wachtwoord)
Direction	Two-way	Two-way
Privatumas (GDPR)	⚠️	✅

Not Visi Kalendorius synchronization is the same. Here you can see the differences between the methods.

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

Your Derinimas Susitikimai in your own trusted Kalendorius

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

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

Why use your own SMTP?

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

SMTP Configuration

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

Common Nustatymai

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 Klientai dėl Susitikimai. You can fully customize these emails su your own text, branding, ir logo. There are two editing modes: a simple mode dėl plain text ir an advanced mode dėl HTML formatting.

Available Šablonai

• 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 Šablonas Editor — Two Modes

Editing Šablonas

Available variables

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

Variable	Replaced by
{{customerName}}	Klientas's Vardas, e.g. "John Smith"
{{date}}	Susitikimas Data
{{time}}	Susitikimas start Laikas
{{service}}	Paslauga type (e.g., "Derinimas")
{{piano_brand}}	Pianinas brand (e.g., "Steinway")
{{piano_model}}	Pianinas model
{{bookingLink}}	Klientas's personal Rezervacija link
{{companyName}}	Your Įmonė Vardas
{{companyPhone}}	Your Telefonas number
{{companyEmail}}	Your El. paštas Adresas
{{reminderNumber}}	Sequential Priminimas number (1, 2, 3...) — only dėl automatic reminders
{{unsubscribeLink}}	Unsubscribe link dėl the Klientas — only dėl automatic reminders

Automatically remind your Klientai when their Pianinas is due dėl Derinimas. This is a powerful way to generate recurring Susitikimai.

How to Siųsti invitations?

Derinimas interval options

Option	Aprašymas
Klientas initiates Kontaktai	No automatic reminders
3 months	Concert grands, intensive use
6 months	Standard dėl most Pianinai
12 months	Recreational use, hobby

Available variables dėl invitations

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

PianoPlanner can automatically Siųsti Derinimas reminders to Klientai when their Pianinas is due dėl a Derinimas. You don't have to do anything — the system checks dėl each Pianinas when the last Derinimas was, adds the Paslauga interval, ir sends a Priminimas at the right Laikas.

How does it work?

Setup — Step by Step

Setting	Default	Explanation
Eerste herinnering	30 dagen	How many days before the Derinimas is due the first El. paštas is sent. dėl example: 30 days = Apie mus 1 Mėnuo in advance.
Follow-up interval	14 dagen	How many days between the first ir second Priminimas. After that it becomes monthly.
Maximum per cyclus	4 herinneringen	Maximum number of emails per Pianinas per Derinimas cycle. After reaching this number, the system stops.
Verzendtijdstip	09:00 uur	Around what Laikas emails are sent. Choose a Laikas when your Klientai are likely online.

Customize El. paštas Šablonas

Automatic reminders use the same Šablonas as manual Derinimas invitations. You can customize this Šablonas via:

Variabele	Uitleg
{{reminderNumber}}	The sequential number of the Priminimas (1, 2, 3...). Useful to mention in the text.
{{unsubscribeLink}}	A link that allows the Klientas to unsubscribe nuo reminders. Automatically placed at the bottom of the El. paštas.

Klientas Unsubscribe

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

In the statistics in Nustatymai you can see how many Klientai have unsubscribed. Want to re-subscribe a Klientas? Kontaktai the helpdesk.

Valdymo skydelis Widget

Once you enable automatic reminders, a widget appears on your Valdymo skydelis su three numbers: Viso reminders sent, this Mėnuo's count, ir unsubscribed Klientai.

Requirements

Every PianoPlanner user has a unique Rezervacija link. Share this su potential Klientai so they can Rezervuoti an Susitikimas themselves.

Step by step

Where can you use the link?

Share everywhere

• Your website - 'Rezervuoti now' button
• El. paštas signature
• Business cards (as QR code)
• Social media bio
• Google My Business
• WhatsApp Būsena

Pridėti to your website

Kopijuoti this code ir paste it on your website where you want the Rezervacija button to appear.

As simple link

As button

Regular Klientai don't have to fill in their details every Laikas. Every Klientas in PianoPlanner has a unique link su pre-filled details.

Step by step: Finding ir sharing the link

What does the Klientas see?

When the Klientas opens the link:

• Their Vardas ir Adresas already filled in
• Their Pianinas(s) to choose nuo
• Smart Laikas suggestions based on their Vieta
• Only relevant Paslaugos
• Can Rezervuoti directly be an account

Set default Paslauga

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

Klientai can reschedule their own Susitikimas through a secure link in the confirmation El. paštas. No Telefonas call or El. paštas needed — they choose a new Laikas nuo smart suggestions ir Patvirtinti su one click.

How does it work?

Rules

• Rescheduling is only possible up to 24 hours before the Susitikimas
• Past Susitikimai cannot be rescheduled
• The link is unique per Susitikimas ir works only once
• Kalendorius sync (Google/Apple/Microsoft) is automatically triggered

When Klientai Rezervuoti via their personal link, they automatically see smart Laikas suggestions. The system analyzes your existing Susitikimai ir suggests the most efficient Laikas slots.

How does it work?

Instead of manually choosing a Data ir Laikas, the Klientas sees a list of recommended times. These are calculated based on:

• Existing Susitikimai - Slots just before or after other Susitikimai nearby
• Vieta - Minimal travel Laikas between Susitikimai
• Working hours - Only within your available times
• Theater hours - Separate hours dėl theaters if configured

What does the Klientas see?

After selecting a Paslauga, up to 10 optimal Laikas slots appear, sorted su the best choice first:

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

The Klientas can also choose "Pick another Laikas" to manually Pasirinkti a Data ir Laikas.

Distant Klientai

dėl Klientai outside your normal Paslauga area, the system automatically searches further ahead (up to 6 months) to find the best options. Instead of blocking distant Klientai, 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 Nustatymai, smart suggestions take rush hour ir typical traffic patterns into account.

Got a gap in your Tvarkaraštis in a specific area? Route Fill helps you find nearby Klientai who are due dėl a Derinimas ir lets you Siųsti them an invitation in one click.

How does it work?

Urgency badges

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

• 🔴 Overdue — Past the Paslauga interval
• 🟠 Due — Within one Mėnuo of the interval
• 🟡 Soon — Within three months of the interval
• 🟢 On Tvarkaraštis — Not yet due

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

How to Access

Diena Analysis

The Diena view shows you:

• 📊 Efficiency Score (A-F grade) - How well your route is optimized
• 🚗 Viso Atstumas - Sum of Visi trips between Susitikimai
• ⏱️ Travel Laikas - Estimated driving Laikas dėl Visi trips
• 📍 Trip List - Each journey su start, destination, km ir minutes

Savaitė Analysis

The Savaitė view gives you a broader perspective:

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

Understanding Efficiency Scores

Grade	Score	What it means
A	90-100%	Excellent! Your route is highly optimized.
B	80-89%	Good route su 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 su an "Apply" button. Clicking it will:

• Check dėl conflicts su existing Susitikimai
• Show a confirmation su the proposed change
• Move the Susitikimas if you Patvirtinti

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

Have gaps between your Susitikimai that waste Laikas? The Streamline button automatically tightens your Tvarkaraštis by recalculating Susitikimas times based on real travel times.

How does it work?

What does Streamline calculate?

• Real travel Laikas nuo your Įmonė Adresas to the first Susitikimas
• Real travel Laikas between each consecutive Susitikimas
• Your configured buffer Laikas is added after each travel Laikas
• The first Susitikimas starts at your working hours start + travel Laikas

Understanding the preview

The preview shows each Susitikimas su its current Laikas ir the proposed new Laikas. Susitikimai that would move are highlighted, ir you can see the Viso Laikas 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 Laikas, the system looks at expected traffic dėl the specific Diena ir Laikas of each Susitikimas.

How does it work?

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

Where is it used?

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

How to enable

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

Benefits of Theater Mode

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

Step-by-Step: Setting Up Theater Hours

Marking a Klientas as "Theater"

Now tell PianoPlanner which Klientai should use theater hours:

Theater Rezervacija Window

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

The Route Optimizer uses Google Maps to calculate the most efficient order dėl your Susitikimai. It can automatically reorder your Diena to minimize Viso travel Laikas.

PianoPlanner has a built-in QR code generator dėl your Rezervacija page. Print it on business cards, flyers, or place it in your workshop — Klientai scan it ir go directly to your Rezervacija page.

PianoPlanner automatically tracks the Paslauga history of every Pianinas. This helps you remember when Pianinai need Derinimas - no more forgetting Klientai or guessing when you last visited!

How It Works (Automatically!)

PianoPlanner automatically updates "Last Derinimas" based on:

• ✅ Baigta Susitikimai - When you finish a Derinimas, the Pianinas record updates
• ✅ Paslauga records - Pastabos you Pridėti to the Pianinas's history
• ✅ Manual Data entry - If you enter a past Derinimas Data yourself

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

Understanding the Būsena Colors

Each Pianinas shows a Būsena 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	⚠️ Paslauga coming up - Laikas to Kontaktai Klientas!
● 30 days overdue	🔴 Past due Data - definitely Laikas to call!
● Not yet tuned	ℹ️ New Pianinas - no history recorded yet

Setting the Right Derinimas Interval

Different Pianinai need different care. A concert grand in a theater needs Derinimas every few months, while a hobby Pianinas at Pradžia might only need yearly Paslauga. You set the interval per Pianinas!

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

Manually Recording a Past Derinimas

Did you tune a Pianinas before using PianoPlanner? You can enter the Data manually:

You can customize how the Kalendorius displays Laikas slots. Choose between 1-hour slots or 1.5-hour slots depending on your typical Susitikimas length.

Changing Slot Duration

Your preference is saved automatically ir will be remembered Kitas Laikas you visit.

Switching nuo another Pianinas Paslauga management system? PianoPlanner makes it easy to import your existing Klientai ir Pianinai.

What can you import?

• Klientai - Names, addresses, Telefonas numbers, El. paštas addresses
• Pianinai - Brand, model, serial number, Metai, type, Vieta
• Paslauga history - Last Derinimas dates are preserved

How to import

Import options

Option	What does it do?
Aktyvus only	Only import Klientai/Pianinai marked as Aktyvus
Skip duplicates	Skip Klientai that already exist (based on El. paštas)
Include Įmonė Vardas	Pridėti Įmonė Vardas to Klientas Vardas

Other Import Formats

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

• Gazelle Import — Switching nuo Gazelle (Pianinas management software)? Use the dedicated Gazelle Import Wizard under Nustatymai → Import → Gazelle. It automatically recognizes the Gazelle export format.
• vCard (.vcf) Import — Import contacts directly nuo your Telefonas or El. paštas client. Export your contacts as a .vcf file ir Įkelti it to PianoPlanner.
• Kalendorius (.ics) Import — Import Susitikimai nuo your existing Kalendorius (Google, Apple, Outlook). Export as an .ics file ir Įkelti it to transfer your existing Susitikimai.

Need to track personal trips separately nuo business Susitikimai? Mark Susitikimai as private to keep them separate in your mileage records ir sync them to external calendars be revealing details.

How to Sukurti a private Susitikimas

Visual distinction

Private Susitikimai appear in purple su a 🔒 icon in your Kalendorius, making them easy to distinguish nuo business Susitikimai.

Kalendorius sync

When synced to Google, Apple, or Microsoft calendars, private Susitikimai appear as "Busy" be showing any details, Vieta, or Aprašymas. Your Privatumas is protected!

Keep a Mokestis-proof mileage administration. PianoPlanner automatically tracks kilometers nuo Susitikimai, ir you can Pridėti manual trips, Registruotis odometer readings ir export everything dėl your Mokestis 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 Nustatymai → Business → Mileage Tracking ir fill in your license plate ir vehicle Vardas. This appears on your mileage reports ir PDF exports.

Odometer readings

Registruotis your odometer readings periodically (e.g. at the start ir end of the Metai). This serves as proof dėl the Mokestis authorities ir helps verify your trip records.

Automatic tracking

Every Susitikimas su a Klientas Adresas automatically generates a trip record. The system calculates the Atstumas nuo your business Adresas to the Klientas Vieta.

Smart round-trip calculation

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

• Other Susitikimai during the Diena → One-way only (you continue to the Kitas Vieta)
• Last Susitikimas of the Diena → Return trip (real km Pradžia via Google Maps)

Manual trips

dėl trips not linked to an Susitikimas (e.g. picking up parts, visiting a supplier), Pridėti manual trips via the Valdymo skydelis mileage widget or via Nustatymai.

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 Visi your trips over any period. Filter by Data range, see totals ir export a complete expense report.

How to use

Report columns

Column	Aprašymas
Data	Data of the Susitikimas
Klientas	Klientas Vardas su link to detail page
Vieta	Adresas of the Susitikimas
Route	Open in Google Maps dėl navigation
Atstumas	One-way Atstumas in km
Travel Laikas	Estimated driving Laikas

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

Install on iPhone / iPad

Install on Android

What you get on mobile

• Full Kalendorius view optimized dėl touch
• Quickly look up Klientai ir Pianinai
• Sukurti ir Redaguoti Susitikimai on the go
• Sukurti ir Siųsti Sąskaitos nuo your Telefonas
• Push notifications dėl new bookings

Receive instant push notifications when a Klientas books an Susitikimas online. Works on desktop ir mobile (when the PWA is installed).

PianoPlanner supports dedicated workshop Laikas slots dėl work in your own workshop. Set your workshop availability hours ir they will automatically be blocked in the online Rezervacija Kalendorius.

Setting up workshop hours

Go to Nustatymai → Workshop to configure your workshop availability. You can set different hours dėl each Diena of the Savaitė, just like your regular working hours.

Features

• Set workshop availability per Diena of the Savaitė
• Workshop hours are automatically blocked dėl online bookings
• Smart Pick respects workshop hours — no overlapping suggestions
• Workshop Susitikimai visible in your agenda su a dedicated icon
• Workshop statistics in your Valdymo skydelis reports

Smart Pick integration

When you use Smart Pick to suggest Susitikimas times, it automatically avoids your workshop hours. This ensures Klientai are never offered a Laikas slot that conflicts su your workshop Tvarkaraštis.

Not every Susitikimas needs a Klientas record. PianoPlanner lets you quickly Sukurti walk-in Susitikimai ir internal workshop tasks directly nuo your Valdymo skydelis.

Walk-in Susitikimai

When a Klientas walks in unexpectedly, use the quick walk-in button on your Valdymo skydelis action sheet. Enter a Vardas ir Paslauga — no need to Sukurti a full Klientas record first.

Tasks be Klientas

Need to block Laikas dėl internal work? Sukurti a task be linking it to a Klientas. Perfect dėl workshop maintenance, administrative work, or personal Laikas blocks.

How to Sukurti

• nuo the Valdymo skydelis: tap the + button ir choose 'Walk-in' or 'Task'
• Walk-in: enter a Vardas, choose a Paslauga, ir pick a Laikas
• Task: Pridėti a Aprašymas ir Laikas — no Klientas needed
• Both types appear in your agenda ir respect your availability

The Workshop Projektas Planner helps you manage larger workshop jobs — Pianinas rebuilds, restorations, or any multi-step Projektas. Track tasks, hours, deadlines, ir link Projektai to Klientai ir Pianinai.

Creating a Projektas

Navigate to Projektai in the main menu ir click 'New Projektas'. Give it a Pavadinimas, optionally link a Klientas ir Pianinas, set a priority ir deadline, ir estimate the Viso hours.

Managing tasks

Each Projektas can have multiple tasks. Pridėti tasks quickly su the inline input field at the bottom of the task list, or click a task to Redaguoti details like estimated/actual hours ir due dates.

• Click the circle to cycle Būsena: 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 Projektai overview shows how many workshop hours you have used vs. available this Savaitė. This is based on your workshop hours configured in Nustatymai → Workshop.

Features

• Link Projektai to Klientai ir Pianinai
• Priority levels: Low, Normal, High, Urgent
• Būsena tracking: Planning → Aktyvus → Paused → Baigta
• Visual progress bar based on Baigta tasks
• Weekly capacity tracking based on your workshop hours
• Filter ir Ieškoti across Visi your Projektai

Quotes & Pricing

Turn your Projektas task list into a professional quote. Each task can include pricing information that's automatically calculated ir ready to share su your Klientas.

Excel-style Editing

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

Export Quote

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

Sąskaita Numbering

There are two ways to Sukurti an Sąskaita: nuo the agenda or manually.

nuo 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:

• Klientas Vardas ir details
• Paslauga Aprašymas su instrument (e.g. "Derinimas — Steinway & Sons D")
• Susitikimas Data in the Aprašymas
• Paslauga Kaina nuo your Paslaugos configuration
• Klientas Pastabos (as a separate text line)

Manual Sąskaita

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 Sąskaitos

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.

su PianoPlanner on your homescreen you can Sukurti ir Siųsti Sąskaitos directly nuo your Telefonas — even while you're still at the Klientas's Vieta.

nuo a Klientas Profilis

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

• Pasirinkti a Paslauga — the Kaina is automatically filled in
• Pridėti a Aprašymas or Pastabos
• Choose the Sąskaita Būsena (draft, sent, Apmokėta)
• Siųsti su payment link — the Klientas can pay via iDEAL / Wero immediately

Typical Mobile Workflow

PianoPlanner handles PVM differently depending on the Klientas type. This is determined automatically based on the Klientas type set in the Klientas Profilis.

Private Klientai

Business / Institutions

Setting the Klientas Type

To ensure correct PVM handling, set the Klientas type in each Klientas Profilis:

• Private — Kaina inclusive PVM
• Business — Kaina exclusive PVM
• School — Kaina exclusive PVM
• Church — Kaina exclusive PVM
• Theater — Kaina exclusive PVM

Accept iDEAL, credit card, ir Wero payments directly on your Sąskaitos via Mollie. Klientai click the payment link in the Sąskaita El. paštas ir 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 Palaikymas pianino meistrai across the Netherlands, Belgium, ir Germany.

Moneybird (Netherlands/Belgium)

Moneybird is a popular Dutch online Buhalterija package. PianoPlanner connects via the Moneybird API dėl automatic Sąskaita synchronization.

Jortt (Netherlands)

Jortt is a popular Dutch Buhalterija package designed dėl freelancers ir small businesses. PianoPlanner connects via OAuth2 dėl secure, automatic Sąskaita syncing.

Odoo (International)

Odoo is an international open-source ERP system su a powerful Buhalterija 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 Nustatymai to see which Sąskaitos have been sent sėkmingai ir which ones encountered errors. This helps you quickly spot ir resolve any issues.

Coming Soon

We are actively working on integrations su more Buhalterija packages used by pianino meistrai across Europe:

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

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

Available Plans

Plan	Kaina	Key Features
Starter	Nemokama	Basic scheduling, up to 25 Klientai
Solo	€24.50/mo	Unlimited Klientai, Kalendorius sync, route optimization, invoicing
Pro	€39.50/mo	Everything in Solo + automatic reminders, Buhalterija integrations, priority Palaikymas
Business	€49/mo	Everything in Pro + Komanda management, shared Klientas database

Manage Subscription

Working su multiple technicians? The Komandos feature lets you manage a shared Klientas database, coordinated scheduling, ir Komanda Rezervacija pages.

Getting started su Komandos