User Guide

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

How to set up your business details?

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

Days and times

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

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

Start time: appointment or departure

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

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

Setting buffers

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

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

Your service area determines how far you're willing to drive for appointments. This helps the system make smart suggestions and prevents bookings that are too far away.

How to set your service area?

Transport mode: car or bike

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

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

Setting up services

Calendar colors

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

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

AI Help

Use the AI Help button in the sidebar to ask help questions or aggregate data questions, such as totals, counts and averages.

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

Dashboard layout

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

Left panel

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

Calendar

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

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

Right panel

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

Creating an appointment

Completing appointments

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

The "To Process" widget

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

Completing multiple appointments at once

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

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

Color legend

How is travel time calculated?

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

Adding a customer

Customer detail page

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

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

Search & filter

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

Duplicate Detection

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

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

Adding a piano

Piano detail page

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

Tuning intervals explained

Interval	Meaning
0	Customer initiates contact — no automatic reminders
3	Every 3 months — for concert pianos or intensive use
6	Every 6 months — standard for most pianos
12	Yearly — for pianos with light use

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

How it works

Reusing the measurement

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

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

Creating connection

Sync options

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

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

What do you need?

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

Connecting

What gets synced?

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

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

Creating an app-specific password

Connecting in PianoPlanner

Want to switch from Google Calendar to Apple Calendar (or vice versa)? You can do this without losing any appointments. This is also relevant if you want to move away from US cloud services and 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 location	US (Google Cloud)	Europe (Apple iCloud)
Sync method	Google API (OAuth)	CalDAV (App-wachtwoord)
Direction	Two-way	Two-way
Privacy (GDPR)	⚠️	✅

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

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

Your tuning appointments in your own trusted calendar

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

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

Why use your own SMTP?

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

SMTP Configuration

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

Common settings

Provider	Host	Port
Gmail	smtp.gmail.com	587
Outlook/Microsoft 365	smtp.office365.com	587
TransIP	smtp.transip.email	587
Strato	smtp.strato.com	587

PianoPlanner automatically sends emails to your customers for appointments. You can fully customize these emails with your own text, branding, and logo. There are two editing modes: a simple mode for plain text and an advanced mode for HTML formatting.

Available templates

• 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)

Cancellation Mail When You Delete an Appointment

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

When no cancellation mail is sent

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

Email Bounces — Detection and Reset

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

Where do you see bounces?

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

How to reset a bounce

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

The Template Editor — Two Modes

Editing template

Available variables

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

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

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

How to send invitations?

Tuning interval options

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

Available variables for invitations

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

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

How does it work?

Setup — Step by Step

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

Customize Email Template

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

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

Customer Unsubscribe

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

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

Dashboard Widget

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

Manually Sending from the Queue

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

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

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

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

Requirements

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

Step by step

Where can you use the link?

Share everywhere

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

Workshop or showroom visits

If customers may come to your workshop, showroom, store, or company address, first create a service yourself, for example "Workshop visit" or "Showroom visit", with your own duration and description. Then enable workshop visits in Settings -> Online Booking and select that service in "Show this service on the workshop booking page". PianoPlanner shows a separate /workshop/your-slug booking URL. If you select a service there, it is reserved for the workshop/showroom link and no longer appears in the normal public booking link. Behind the scenes, Smart Suggestions checks your agenda. If you set workshop hours, those hours are used as the availability window for this separate link; otherwise it uses your normal weekly availability.

How to set it up

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

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

Add to your website

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

As simple link

As button

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

Managing Your Leads

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

Status Overview

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

Send a Follow-Up Email

See a new lead with an email address? Send them a follow-up email with one click! The email includes a link back to your booking page with their details pre-filled — so they can complete the booking without re-entering anything.

Convert a Lead to a Customer

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

Contact Requests

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

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

Step by step: Finding and sharing the link

What does the customer see?

When the customer opens the link:

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

Set default service

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

Customers can reschedule their own appointment through a secure link in the confirmation email. No phone call or email needed — they choose a new time from smart suggestions and confirm with one click.

How does it work?

Rules

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

Reminder mails reset automatically on reschedule

When an appointment is moved (by you, by drag-drop, or by the customer via the reschedule link) the reminder flags are cleared. The customer receives a fresh 24/48-hour reminder for the new date and time — no manual action needed.

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

How does it work?

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

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

Smart Suggestions engines

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

• V5.5 — Flexible: ranks the best route options first, while keeping less ideal fallback slots available.
• V5.6 — Strict: removes slots that create too much travel and keeps the day tighter around route and working-hours logic.
• V5.7 — Strict + Predictive: uses V5.6 as the base and adds learned customer behavior, such as customers who usually book on Friday afternoons.

What does the customer see?

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

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

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

Distant customers

For customers outside your normal service area, the system automatically searches further ahead (up to 6 months) to find the best options. Instead of blocking distant customers, longer travel times result in a slightly lower score - but good options are still shown. The system keeps searching until it finds at least 10 suggestions.

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

How does it work?

Urgency badges

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

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

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

How to Access

Day Analysis

The day view shows you:

• 📊 Efficiency Score (A-F grade) - How well your route is optimized
• 🚗 Total Distance - Sum of all trips between appointments
• ⏱️ Travel Time - Estimated driving time for all trips
• 📍 Trip List - Each journey with start, destination, km and minutes

Week Analysis

The week view gives you a broader perspective:

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

Understanding Efficiency Scores

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

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

Urgency Indicators

Each suggestion has a colored urgency level:

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

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

How does it work?

What does Streamline calculate?

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

Understanding the preview

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

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

Benefits of Theater Mode

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

Step-by-Step: Setting Up Theater Hours

Marking a Customer as "Theater"

Now tell PianoPlanner which customers should use theater hours:

Theater Booking Window

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

The Route Optimizer uses Google Maps to calculate the most efficient order for your appointments. It can automatically reorder your day to minimize total travel time.

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

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

How It Works (Automatically!)

PianoPlanner automatically updates "Last tuning" based on:

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

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

Climate history

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

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

Understanding the Status Colors

Each piano shows a status so you can see at a glance who needs attention:

What You See	What It Means
● Last: 15 Jan 2026	✅ Recently tuned - no action needed yet
● Due in 14 days	⚠️ Service coming up - time to contact customer!
● 30 days overdue	🔴 Past due date - definitely time to call!
● Not yet tuned	ℹ️ New piano - no history recorded yet

Setting the Right Tuning Interval

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

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

Manually Recording a Past Tuning

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

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

Changing Slot Duration

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

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

Import Hub

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

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

Gazelle Wizard

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

Contacts Import

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

Calendar Import

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

Import options

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

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

How to block days

There are two ways to block days:

From the Dashboard

From Settings

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

What happens when days are blocked?

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

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

How to create a private appointment

Visual distinction

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

Calendar sync

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

Keep a tax-proof mileage administration. PianoPlanner automatically tracks kilometers from appointments, and you can add manual trips, register odometer readings and export everything for your tax return.

Where to find it

• Dashboard — The km-widget in the right panel shows your current month and lets you quickly add trips
• Settings → Business → Km-registratie — Full overview with vehicle info, odometer readings, chart and exports
• Travel Report — Detailed trip list with route information and CSV export

Vehicle setup

Go to Settings → Business → Mileage Tracking and fill in your license plate and vehicle name. This appears on your mileage reports and PDF exports.

Odometer readings

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

Automatic tracking

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

Smart round-trip calculation

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

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

Manual trips

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

Export & reports

• CSV export — Download all trips as a spreadsheet for your accountant
• PDF export — Generate a tax-proof report with vehicle details, odometer readings and trip list
• Monthly chart — Visual overview of business vs. private km per month

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

How to use

Report columns

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

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

Install on iPhone / iPad

Install on Android

What you get on mobile

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

Navigation

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

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

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

Setting up workshop hours

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

Features

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

Smart Pick integration

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

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

Walk-in appointments

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

Tasks without customer

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

How to create

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

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

Creating a project

Navigate to Projects in the main menu and click 'New project'. Give it a title, optionally link a customer and piano, set a priority and deadline, and estimate the total hours.

Managing tasks

Each project can have multiple tasks. Add tasks quickly with the inline input field at the bottom of the task list, or click a task to edit details like estimated/actual hours and due dates.

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

Capacity overview

The capacity bar on the projects overview shows how many workshop hours you have used vs. available this week. This is based on your workshop hours configured in Settings → Workshop.

Features

• Link projects to customers and pianos
• Priority levels: Low, Normal, High, Urgent
• Status tracking: Planning → Active → Paused → Completed
• Visual progress bar based on completed tasks
• Weekly capacity tracking based on your workshop hours
• Filter and search across all your projects

Quotes & Pricing

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

Excel-style Editing

The task list works like a spreadsheet. Click any cell to edit inline. Changes are saved automatically as you type. Press Enter to move to the next row, or Tab to move to the next column.

Task Types

• Labor — Work hours billed at your hourly rate (set in Settings → Workshop)
• Material — Parts, strings, felt, etc. Track cost price for profit calculation
• Other — Transport, disposal, rental costs

Cost Overview

The cost overview at the bottom shows real-time totals for labor, materials, and other costs. Only tasks marked as 'billable' (green checkbox) are included in the quote. Toggle billable off for internal tasks you don't want to charge for.

Export Quote

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

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

Adding pianos

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

Locations & Status

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

Showroom Batch Planning

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

Features

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

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

Supported standards

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

How it works

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

Options

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

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

Invoice Numbering

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

From the Agenda (recommended)

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

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

Manual Invoice

Go to Invoices → New Invoice. Search and select a customer, then add invoice lines manually. You can add regular lines with prices, or text-only lines for additional notes.

Sending Invoices

Once your invoice is ready, save it as "Sent". You can then email it directly to the customer with a PDF attachment. If you have Mollie configured, a payment link is automatically included.

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

Set your customer travel rate

Add the line to an invoice

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

Customer-specific rates

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

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

From a Customer Profile

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

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

Typical Mobile Workflow

PianoPlanner handles VAT differently depending on the customer type. This is determined automatically based on the customer type set in the customer profile.

Private Customers

Business / Institutions

Setting the Customer Type

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

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

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

Setting up Mollie

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

How it works

Smart date calculation

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

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

Available Integrations

Currently three integrations are fully operational. More are being developed to support piano technicians across the Netherlands, Belgium, and Germany.

Moneybird (Netherlands/Belgium)

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

Jortt (Netherlands)

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

Odoo (International)

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

Sync Log

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

Coming Soon

We are actively working on integrations with more accounting packages used by piano technicians across Europe:

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

PianoPlanner is available in 9 languages. Change your interface language at any time — all menus, labels, emails, and invoice templates adapt to your chosen language.

How to change language

What changes with your language?

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

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

Available Plans

Plan	Price	Key Features
Starter	Free	Basic scheduling, up to 25 customers, 50 appointments/year, calendar export, email confirmations
Solo	€24.50/mo	Unlimited customers & appointments, route optimization, Smart Suggestions, custom SMTP, data import
Pro	€39.50/mo	Everything in Solo + two-way calendar sync, invoicing, mileage tracking, accounting integrations
Teams	€69.50/mo	Everything in Pro + team dashboard, multi-technician scheduling, team booking page, project planner (max 5 tuners, +€15/extra)
Business	€109.50/mo	Everything in Teams + inventory management, showroom batches (max 10 tuners)

Manage Subscription

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

Getting started with Teams

Team roles

• Technician — uses the Tuner Portal to view and update assigned appointments.
• Planner — uses Team Dashboard to view the team calendar, assign appointments, use Smart Match and manage absences.
• Bookkeeper — has limited finance access where enabled.

Planner access

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

Sending a magic link

Portal features

• View today's and this week's assigned appointments
• Update appointment status: Confirmed, En Route, Completed
• Add notes to appointments
• Mobile-friendly design — works on any phone or tablet