Name: PianoPlanner
Price: 24.50 EUR
Author: PianoPlanner

First Steps

Welcome to PianoPlanner! This guide will Pomoc you get started quickly. Begin z these essential Ustawienia i you'll be ready to Zarezerwuj your first Wizyta within minut.

Zalecane Order

1. Biznes Details → 2. Working godzin → 3. Usługa Area → 4. Kalendarz → 5. E-mail → 6. Rezerwacja Link

Take some Godzina to Konfiguruj everything properly. This saves you work later i ensures that:

Travel times are calculated correctly
Klienci can only Zarezerwuj when you're Dostępny
Emails look professional z your own details
Wizyty automatically appear in your Kalendarz

Tip

Use Onboarding Wizard (Ustawienia → Onboarding) to be guided through most important Ustawienia step by step.

Biznes Details

Your Biznes details appear in E-mail confirmations i on your Rezerwacja page. Fill these in correctly so Klienci know exactly who you are.

Important

bez a correct Adres, travel times cannot be calculated. Fill this in first!

How to set up your Biznes details?

Go to Settings

Click on Ustawienia in menu, or go directly to 'Firma' tab.

Fill in your details

Firma Nazwa, your Nazwa, E-mail, Telefon i full Adres. Use Google Maps suggestions dla an exact Adres.

Upload your logo (optional)

Your logo appears on Rezerwacja page i in emails.

Set your timezone

Make sure your Adres is correct - it's used dla Czas podróży calculations.

Click Save

Click Zapisz to store your details.

Setting Working godzin

Your working godzin determine when Klienci can Zarezerwuj Wizyty. system only shows Godzina slots within these godzin.

Days i times

Wybierz days you work i set Rozpocznij i end Godzina dla each Dzień.

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

Setting buffers

Buffers Pomoc you keep Godzina between Wizyty i prevent Klienci od Rezerwacja too last-minuta.

Buffer Typ	What does this do?	Zalecane
Buffer before Wizyta	Minimum Godzina between Rezerwacja i Wizyta	2 days Zalecane dla planning
Buffer after Wizyta	Extra Godzina after an Wizyta dla Notatki or unexpected delays	15 minut Zalecane
Minimum Rezerwacja Godzina	How far in advance must Klienci Zarezerwuj?	2 days gives you Godzina to Plan

Tip

Rozpocznij z wide working godzin i narrow down later if certain times don't work.

Setting Your Usługa Area

Your Usługa area determines how far you're willing to drive dla Wizyty. This helps system make Inteligentny suggestions i prevents bookings that are too far away.

How to set your Usługa area?

Go to Settings → Travel Time

Scroll to "Usługa Area" section.

Enable area check

Wybierz how many kilometers you're willing to drive maximum. Default is 50 km.

Set maximum travel time

You can also specify specific postal code areas where you work.

Customize the message (optional)

Click Zapisz. system now takes your Usługa area into account dla bookings i suggestions.

Extra option

You can also exclude specific postal code areas if you don't want to serve certain regions.

Usługi

Usługi define what you offer to Klienci — such as Strojenie, regulation, or repair. Each Usługa has its own Czas trwania, Cena, i Kalendarz Kolor. Klienci see these when Rezerwacja online.

Setting up Usługi

Go to Settings → Services

Here you'll find an overview of Wszystko your Usługi. Click "Dodaj Usługa" to Utwórz a new one.

Fill in the details

Nazwa, Czas trwania (in minut), Cena, i optionally a Opis that Klienci see on Rezerwacja page.

Set buffer times

Dodaj buffer Godzina before i/or after Wizyta. This gives you Czas podróży or preparation Godzina between Wizyty.

Choose a calendar color

Each Usługa can have its own Kolor. This Kolor appears in your PianoPlanner Kalendarz i is synced to Google Kalendarz. This way you can see at a glance what Typ of Wizyta you have.

Activate or deactivate

Only Aktywny Usługi appear on Rezerwacja page. Deactivate a Usługa to temporarily Ukryj it bez deleting it.

Kalendarz colors

Usługa colors Pomoc you visually distinguish between Wizyta types in your Kalendarz. Choose od preset colors like blue, green, red, purple, etc. Kolor is also used when syncing z Google Kalendarz.

Tip

Utwórz different Usługi dla different durations. dla example: "Fortepian Strojenie" (90 min), "Grand Fortepian Strojenie" (120 min), i "Quick check" (45 min). This way Klienci always Zarezerwuj right Kwota of Godzina.

Panel & Kalendarz

Panel is your central workspace. Here you find your Kalendarz, daily overview, quick actions i useful widgets — everything you need dla a productive workday.

Panel layout

Your Panel is divided into three columns: a left panel z quick overviews, Kalendarz in center, i a right panel z statistics i widgets.

Left panel

Mini Kalendarz — quickly navigate between dates
Traffic lights — see Dzień Status at a glance (done, in progress, to do)
Current Wizyta — shows Wizyta you're working on right now
Coming up Dziś — quick list of remaining Wizyty
To process — Wizyty that still need follow-up

Kalendarz

Switch between Dzień, Tydzień i Miesiąc views. Click on a Godzina slot to Utwórz a new Wizyta. Drag Wizyty to move them. Double-click to Edytuj.

Drag & drop — move Wizyty to a different Godzina or Dzień
Resize — drag bottom edge of an Wizyta to change Czas trwania
Trasa button — calculate travel times i Kolor-code your Wizyty
Filters — Pokaż/Ukryj Wizyta types (field, workshop, private)

Right panel

Dziś's Wizyty list z Klient details
Upcoming Wizyty dla Dalej days
Workshop / field Usługa statistics dla Dzień
Mileage widget — current Miesiąc km overview i quick-Dodaj trips (Pro)

Creating an Wizyta

Click a time slot or press +

Click on a Godzina in Kalendarz, or use + button in bottom right.

Select a customer

Szukaj dla an existing Klient or Utwórz a new one on--fly.

Choose location type

Wybierz 'At Klient' dla on-site visits or 'Workshop' dla in-house work.

Pick a piano (optional)

Inteligentny Pick highlights Fortepiany that are due dla maintenance z a yellow glow. Click to Wybierz.

Set time & duration, then save

Adjust Godzina i Czas trwania if needed. Click Zapisz — Wizyta appears in your Kalendarz.

Inteligentny Pick

Fortepiany highlighted z a yellow glow are Zalecane by Inteligentny Pick. It considers Strojenie Interwał, last Usługa Data i season to suggest which Fortepiany need attention.

Tip

Use Tydzień Zobacz dla planning efficiency i Dzień Zobacz dla detailed scheduling. Kalendarz remembers your preferred Zobacz.

Understanding Trasa Efficiency

PianoPlanner shows you how efficient your Harmonogram is z a Kolor system. This way you can see at a glance whether your Dzień is well planned.

Kolor legend

🔵 Blue - No address data

No travel data Dostępny - Czas podróży has not been calculated

🟢 Green - Efficient route

Short Czas podróży - efficient planning!

🟠 Orange - Moderate route

Average Czas podróży - acceptable but could be better

🔴 Red - Inefficient route

Long Czas podróży - consider rescheduling

How is Czas podróży calculated?

Click the "Route" button

When creating an Wizyta, PianoPlanner automatically calculates Czas podróży od your previous Lokalizacja.

View the results

Kolor indicates how efficient trip is compared to your set limits.

Customize limits

You can adjust Czas podróży thresholds in Ustawienia → Firma. Set what 'short', 'medium' i 'long' means dla you.

Klient Management

Keep Wszystko your Klient data in one place. Dodaj Klienci, link their Fortepiany, track Usługa history i Wyślij professional emails — Wszystko od a single overview.

Adding a Klient

Go to Customers

Click "Klienci" in navigation menu to open Klient overview.

Click + New Customer

Fill in Nazwa, Adres, E-mail i Telefon. Adres is used dla Czas podróży calculations.

Add notes (optional)

Dodaj parking instructions, gate codes or special requests. These Notatki appear when creating Wizyty.

Klient detail page

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

Wszystko linked Fortepiany z Usługa Status
Ukończ Wizyta history
Personal Rezerwacja link to Udostępnij z Klient
Wyślij Strojenie invitations directly
Kontakt Informacja i Notatki

Szukaj & Filtruj

Use Szukaj bar to quickly find Klienci by Nazwa, E-mail, Miasto or Telefon number. list updates as you Typ.

Tip

You can also Dodaj new Klienci directly when creating an Wizyta. Just Typ Nazwa in Klient field i click '+ Utwórz new Klient'.

Fortepian Management

Track every Fortepian you Usługa. Record Marka, Model, Numer seryjny, Rok i Stan. Link Fortepiany to Klienci i keep a Ukończ Usługa history.

Adding a Fortepian

Go to Pianos

Click "Fortepiany" in navigation menu, then click "+ New Fortepian".

Link to a customer

Wybierz Klient who owns this Fortepian. Fortepian appears on their detail page.

Fill in piano details

Marka, Model, Numer seryjny, Rok of manufacture, Typ (grand/upright/digital) i Lokalizacja in house.

Set the tuning interval

Choose how often this Fortepian should be tuned: every 3, 6 or 12 months, or 0 if Klient initiates Kontakt.

Fortepian detail page

Full Fortepian specifications i Stan Notatki
Usługa history — Wszystko past Wizyty i tunings
Usługa Status indicator: on Godzina, coming due, or overdue
Zdjęcia — Prześlij images of Fortepian dla reference

Strojenie intervals explained

Interwał	Meaning
0	Klient initiates Kontakt — no Automatyczny reminders
3	Every 3 months — dla concert Fortepiany or intensive use
6	Every 6 months — standard dla most Fortepiany
12	Yearly — dla Fortepiany z light use

Inteligentny Pick uses these intervals

When creating an Wizyta, Inteligentny Pick automatically highlights Fortepiany that are due dla maintenance based on configured Interwał i last Usługa Data.

Connecting Google Kalendarz

Synchronizuj PianoPlanner z your Google Kalendarz dla two-way Synchronizuj. Wizyty appear in both calendars i updates are automatically synchronized.

Creating connection

Go to Settings → Calendar

Open Ustawienia menu i click on "Integracje" or "Kalendarz Synchronizuj".

Click "Connect Google Calendar"

You'll be redirected to Google to Zaloguj się.

Grant permission

Use Google account you want to Połącz. Allow requested permissions.

Choose your calendar

Choose which Google Kalendarz you want to Synchronizuj (usually your main Kalendarz).

Set sync direction

New Wizyty now automatically appear in your Google Kalendarz.

Synchronizuj options

Option	Opis
Two-way Synchronizuj	Changes in both calendars are synchronized
To Google only	Wizyty are only Wysłane od PianoPlanner to Google
Include Czas podróży	Automatically Dodaj Czas podróży to Kalendarz events

Connecting Microsoft 365

Do you use Outlook or Microsoft 365? Połącz your Kalendarz dla seamless synchronization z PianoPlanner.

What do you need?

A Microsoft 365 or Outlook.com account
Access to your Kalendarz

Connecting

Go to Settings → Calendar

Open Ustawienia menu.

Click "Connect Microsoft"

You'll be redirected to Microsoft to Zaloguj się.

Log in and grant permission

This can be a personal or Biznes account. Allow permissions.

Done!

Choose which Outlook Kalendarz you want to use.

What gets synced?

New Wizyty in PianoPlanner
Changes to Godzina i Data
Cancellations

Works z both

Both personal (Outlook.com) i Biznes (Microsoft 365) accounts are supported.

Apple Kalendarz (iCloud)

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

Wymagane: App-specific Hasło

Apple requires an app-specific Hasło dla third-party app access. This is an extra security layer.

Creating an app-specific Hasło

Go to appleid.apple.com

Open appleid.apple.com i Zaloguj się z your Apple ID.

Click "App-Specific Passwords"

Scroll to 'App-Specific Passwords' section.

Click "Generate Password"

Click 'Generate Hasło' i give it a Nazwa (e.g. 'PianoPlanner').

Copy the password

Kopiuj generated Hasło - you'll only see it once!

Connecting in PianoPlanner

Go to Settings → Calendar → Apple

Go to Ustawienia → Integracje i Kopiuj iCal feed URL.

Enter your Apple ID email

On Mac: File → New Kalendarz Subskrypcja. On iPhone/iPad: Ustawienia → Kalendarz → Accounts → Dodaj Account.

Paste the app-specific password

Paste copied feed URL in URL field.

Click "Connect"

Choose a Nazwa dla Kalendarz i set Odśwież Interwał.

Select the right calendar

Click Subscribe or OK. Your Wizyty now appear in Apple Kalendarz!

Switch Kalendarz Provider

Want to switch od Google Kalendarz to Apple Kalendarz (or vice versa)? You can do this bez losing any Wizyty. This is also relevant if you want to move away od US cloud Usługi i have more control over your data.

No data loss

Wszystko Wizyty are always safely stored in PianoPlanner. Kalendarz Synchronizuj is just a Kopiuj to your Kalendarz app. If you Zatrzymaj a Synchronizuj, Wszystko Wizyty remain — both in PianoPlanner i in your old Kalendarz.

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

1. Controleer je afspraken

Go to your Kalendarz in PianoPlanner i verify Wszystko your Wizyty are there. Wszystko data is stored centrally — Kalendarz Synchronizuj is just a Kopiuj.

2. Ontkoppel je huidige kalender

Go to Ustawienia → Kalendarz i click 'Rozłącz' dla your current provider (e.g. Google). Your Wizyty in PianoPlanner i your old Kalendarz will remain intact.

3. Maak een app-specifiek wachtwoord aan (Apple)

Go to appleid.apple.com → Sign-In i Security → App-Specific Passwords. Utwórz a new Hasło named 'PianoPlanner'.

4. Verbind Apple Calendar

Go to Ustawienia → Kalendarz → Apple. Enter your Apple ID E-mail i app-specific Hasło. Choose right Kalendarz.

5. Synchroniseer

PianoPlanner automatically sends Wszystko existing Wizyty (up to 1 Rok Wstecz i 1 Rok ahead) to your new Apple Kalendarz. No Ręczny transfer needed.

Tip: Clean up old Kalendarz

After switching, your Wizyty still exist in your old Kalendarz (e.g. Google). You can Opuść them as an archive, or manually Usuń them later. They will no longer be synchronized.

Comparison: Google vs Apple

	Google Calendar	Apple Calendar
Data Lokalizacja	US (Google Cloud)	Europe (Apple iCloud)
Synchronizuj method	Google API (OAuth)	CalDAV (App-wachtwoord)
Direction	Two-way	Two-way
Prywatność (GDPR)	⚠️	✅

Synchronizuj Methods Compared

Not Wszystko Kalendarz synchronization is same. Here you can see differences between methods.

Method	Direction	Realtime	Best dla
Google Calendar API	Two-way	Tak	Anyone z a Google account - most Ukończ Integracja
Microsoft 365 / Outlook	Two-way	Tak	Microsoft 365 or Outlook users
Apple CalDAV	Two-way	Tak	Anyone using iCloud Kalendarz as primary Kalendarz
iCal Feed	Read only	Every 15-60 min	Simple read-only Synchronizuj z any Kalendarz app

Your Strojenie Wizyty in your own trusted Kalendarz

Would you like your Strojenie Wizyty to automatically appear in Kalendarz you już use on your Telefon or computer (such as Samsung, Google, or Outlook)? That's easy — just Połącz calendars.

How does it work?

You Kopiuj a special 'digital key' (a link). You paste this once into your own Kalendarz app. After that, Wszystko your Wizyty Synchronizuj automatically.

Step 1: Copy the link

Go to Ustawienia → Integracje. There you'll find a button to Kopiuj Kalendarz link. Click it — link is now saved to your clipboard.

Step 2: Paste the link in your calendar

Open your own Kalendarz app i look dla option to Dodaj a Kalendarz.

Instructions per app

Samsung / Google: Go to 'Dodaj Kalendarz' (preferably on your computer) i choose 'od URL'.

Outlook / Thunderbird: Choose 'New Kalendarz' then Wybierz 'od network' or 'od Internet'.

Good to know

👁️ Zobacz only — you can see your Wizyty in your own Kalendarz, but changes are made in PianoPlanner.

⚡ Automatyczny — as soon as you Harmonogram an Wizyta, it appears in your other Kalendarz automatically.

Which method should I choose?

This depends on which Kalendarz you use. Google offers best Integracja, Microsoft is ideal dla Biznes users, i iCal works everywhere.

Using Your Own E-mail Domain

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

Why use your own SMTP?

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

SMTP Configuration

Go to Settings → Email → SMTP

You need: SMTP server (e.g., smtp.yourprovider.com), Port (usually 587 or 465), Username (often your full E-mail Adres), Hasło

Enter your SMTP details

Scroll to "Custom SMTP" section.

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

Test your Ustawienia

After filling in, click 'Wyślij Test' to verify everything works before activating.

Common Ustawienia

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

Customize E-mail Szablony

PianoPlanner automatically sends emails to your Klienci dla Wizyty. You can fully customize these emails z your own text, branding, i logo. There are two editing modes: a simple mode dla plain text i an advanced mode dla HTML formatting.

Dostępny Szablony

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)

Szablon Editor — Two Modes

Simple Mode (Zalecane dla beginners)

Typ gewone tekst zoals in een e-mail. Elke nieuwe regel wordt automatisch een alinea. Variabelen (zoals {{customerName}}) kun je gewoon in de tekst typen of klik op een variabele uit de lijst rechts om deze in te voegen. PianoPlanner maakt er automatisch een nette, opgemaakte e-mail van met uw bedrijfslogo en huisstijl.

Advanced Mode (dla experienced users)

Write your own HTML code dla full control over layout. Useful if you are a designer or want to implement a specific design. You see raw HTML i can use tags directly dla colors, fonts, tables, etc.

Editing Szablon

1. Open de Template Editor

Ga naar Instellingen → E-mail Sjablonen → Open Template Editor. Of klik direct op een sjabloon in het overzicht.

2. Kies een sjabloon

On left you see Wszystko Dostępny Szablony. Click Szablon you want to customize.

3. Pas het onderwerp aan

Bovenaan staat het e-mail onderwerp. Dit is wat de klant ziet in zijn inbox. Je kunt hier ook variabelen gebruiken, bijv.: Stembeurt voor uw {{piano_brand}} — {{companyName}}

4. Bewerk de inhoud

Choose "Simple" dla plain text or "Advanced" dla HTML. Use variables list on right — click a variable to insert it at cursor position.

5. Bekijk de preview

On right you see a live Podgląd of how E-mail looks. Click "Odśwież" to Aktualizuj Podgląd after changes.

6. Test en sla op

Click "Wyślij Test" to Wyślij a sample to your own E-mail Adres. Satisfied? Click "Zapisz". You can always revert to default Szablon via "Resetuj to Default".

Dostępny variables

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

Variable	Replaced by
`{{customerName}}`	Klient's Nazwa, e.g. "John Smith"
`{{date}}`	Wizyta Data
`{{time}}`	Wizyta Rozpocznij Godzina
`{{service}}`	Usługa Typ (e.g., "Strojenie")
`{{piano_brand}}`	Fortepian Marka (e.g., "Steinway")
`{{piano_model}}`	Fortepian Model
`{{bookingLink}}`	Klient's personal Rezerwacja link
`{{companyName}}`	Your Firma Nazwa
`{{companyPhone}}`	Your Telefon number
`{{companyEmail}}`	Your E-mail Adres
`{{reminderNumber}}`	Sequential Przypomnienie number (1, 2, 3...) — only dla Automatyczny reminders
`{{unsubscribeLink}}`	Unsubscribe link dla Klient — only dla Automatyczny reminders

Tip

Wszystko variables are Dostępny in "Variables" panel on right side of editor. They are grouped by Kategoria: Klient, Wizyta, Fortepian, Invitation, i Firma. Click a variable to insert it directly.

Sending Strojenie Invitations

Automatically remind your Klienci when their Fortepian is due dla Strojenie. This is a powerful way to generate recurring Wizyty.

When to Wyślij invitations?

best Godzina is 2-4 weeks before Fortepian is due dla Strojenie. This gives Klient Godzina to respond i lets you Plan.

How to Wyślij invitations?

1. Go to Customer Detail

In menu you'll see "Fortepiany" - this shows Wszystko Fortepiany sorted by Usługa Status.

2. Check the Service Interval

Use Filtruj to only see Fortepiany that are soon or overdue dla Strojenie.

3. Click the ✉️ Button

Check Fortepiany you want to Wyślij an invitation to.

4. Confirm and Send

An E-mail is Wysłane to each selected Klient.

Strojenie Interwał options

Option	Opis
Klient initiates Kontakt	No Automatyczny reminders
3 months	Concert grands, intensive use
6 months	Standard dla most Fortepiany
12 months	Recreational use, hobby

Dostępny variables dla invitations

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

Safety Funkcja

system prevents you od accidentally sending multiple invitations to same Klient within a short period.

Prefer Automatyczny?

Wilt u niet elke keer handmatig een uitnodiging sturen? PianoPlanner kan dit ook automatisch doen! Lees meer in het volgende hoofdstuk: Automatische Stemherinneringen.

Automatyczny Strojenie Reminders

PianoPlanner can automatically Wyślij Strojenie reminders to Klienci when their Fortepian is due dla a Strojenie. You don't have to do anything — system checks dla each Fortepian when last Strojenie was, adds Usługa Interwał, i sends a Przypomnienie at right Godzina.

What's difference z Ręczny invitations?

Handmatige uitnodiging: U klikt zelf bij elke klant op het e-mail icoontje om een uitnodiging te sturen.
Automatische herinnering: PianoPlanner doet dit voor u. U stelt één keer in hoe het moet werken, en daarna worden alle klanten automatisch op het juiste moment herinnerd. Inclusief follow-ups als ze niet reageren.

How does it work?

1. Piano heeft een steminterval

Reminders are only Wysłane dla Fortepiany that have a Usługa Interwał set (3, 6, or 12 months). Fortepiany set to "Klient initiates Kontakt" (Interwał 0) are skipped.

2. Eerste herinnering gaat uit

dla example, a Fortepian has a 6-Miesiąc Usługa Interwał i last Strojenie was on Styczeń 1st. Dalej Strojenie is around Lipiec 1st. z default setting (30 days advance), Klient receives first Przypomnienie around Czerwiec 1st.

3. Follow-up bij geen reactie

If Klient doesn't respond, a sekunda Przypomnienie is Wysłane automatically after 14 days. After that, a Przypomnienie follows every Miesiąc until maximum is reached (default 4 reminders per cycle).

4. Cyclus stopt automatisch

De herinneringen stoppen vanzelf zodra:
✅ De klant een afspraak boekt (via de boekingslink of door u ingepland)
✅ Het maximum aantal herinneringen is bereikt
✅ De klant zich uitschrijft via de link onderaan de e-mail

Setup — Step by Step

1. Ga naar Instellingen

Open Instellingen en scroll naar het kaartje "Automatische Stemherinneringen" (met het 🔔 bel-icoontje). Klik erop om het open te klappen.

2. Schakel de functie in

Zet de schakelaar aan bij "Automatische herinneringen inschakelen". Er verschijnen nu extra opties.

3. Stel het schema in

Adjust following Ustawienia to your preference:

Setting	Default	Explanation
Eerste herinnering	30 dagen	How many days before Strojenie is due first E-mail is Wysłane. dla example: 30 days = O nas 1 Miesiąc in advance.
Follow-up interval	14 dagen	How many days between first i sekunda Przypomnienie. After that it becomes monthly.
Maximum per cyclus	4 herinneringen	Maximum number of emails per Fortepian per Strojenie cycle. After reaching this number, system stops.
Verzendtijdstip	09:00 uur	Around what Godzina emails are Wysłane. Choose a Godzina when your Klienci are likely online.

4. Verstuur een test

Klik op "Test versturen" om een voorbeeld-herinnering naar uw eigen e-mailadres te sturen. Zo ziet u precies hoe de e-mail eruitziet voor uw klanten. De test gebruikt een fictieve klant (Jan de Vries) met een Steinway B-211.

5. Klik op Opslaan

Vergeet niet op "Opslaan" te klikken! Vanaf nu worden uw klanten automatisch herinnerd.

Customize E-mail Szablon

Automatyczny reminders use same Szablon as Ręczny Strojenie invitations. You can customize this Szablon via:

Via Instellingen

Klik op "Sjabloon bewerken" bij de stemherinnering-instellingen. U wordt doorgestuurd naar de Template Editor waar u het "Stembeurt Uitnodiging" sjabloon kunt aanpassen.

Extra variabelen

In addition to standard variables, two extra variables are Dostępny dla Automatyczny reminders:

Variabele	Uitleg
`{{reminderNumber}}`	sequential number of Przypomnienie (1, 2, 3...). Useful to mention in text.
`{{unsubscribeLink}}`	A link that allows Klient to unsubscribe od reminders. Automatically placed at bottom of E-mail.

Klient Unsubscribe

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

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

Panel Widget

Once you Włącz Automatyczny reminders, a widget appears on your Panel z three numbers: Suma reminders Wysłane, this Miesiąc's count, i unsubscribed Klienci.

Requirements

Important to know

Automatische herinneringen worden alleen verstuurd als aan alle voorwaarden is voldaan:

✅ De functie is ingeschakeld in uw instellingen
✅ De piano heeft een steminterval ingesteld (3, 6 of 12 maanden — niet "Neemt zelf contact op")
✅ De piano heeft een bekende datum van laatste stembeurt
✅ De klant heeft een e-mailadres
✅ De klant heeft zich niet uitgeschreven
❌ Piano's zonder steminterval of zonder e-mailadres worden altijd overgeslagen

Tip: Check your Klient data

Voordat u de automatische herinneringen inschakelt, controleer of uw klanten een e-mailadres hebben en of de piano's een steminterval en laatste stembeurt-datum hebben ingevuld. Ga naar Klanten en Piano's om dit te controleren. Hoe completer uw gegevens, hoe beter het systeem werkt.

Sharing Your Rezerwacja Link

Every PianoPlanner user has a unique Rezerwacja link. Udostępnij this z potential Klienci so they can Zarezerwuj an Wizyta themselves.

Why a Rezerwacja link?

z your own Rezerwacja link, Klienci can make an Wizyta 24/7, bez you having to answer Telefon. You automatically receive a confirmation i Wizyta is immediately in your Kalendarz.

Step by step

1. Go to Settings

Open Ustawienia menu via gear icon ⚙️.

2. Find "Online Booking"

Find 'Rezerwacja Page' or 'Online Rezerwacja' section.

3. Turn it ON

You'll see your personal Rezerwacja link. Click 'Kopiuj'.

4. Choose your URL name

Dodaj your logo, customize welcome text, i choose which Usługi are visible.

5. Select which services to offer

Determine how far in advance Klienci can Zarezerwuj.

6. Copy your link

Włącz Rezerwacja page so Klienci can Zarezerwuj.

Where can you use link?

Udostępnij everywhere

Your website - 'Zarezerwuj now' button
E-mail signature
Biznes cards (as QR code)
Social media bio
Google My Biznes
WhatsApp Status

Dodaj to your website

Kopiuj this code i paste it on your website where you want Rezerwacja button to appear.

As simple link

<a href="https://pianoplanner.com/book/yourcompany">Book an appointment</a>

As button

<a href="https://pianoplanner.com/book/yourcompany" class="button">Book Online</a>

QR code tip

Generate a QR code of your Rezerwacja link dla Biznes cards or flyers. Klienci can then scan i Zarezerwuj directly!

Personal Links dla Regular Klienci

Regular Klienci don't have to fill in their details every Godzina. Every Klient in PianoPlanner has a unique link z pre-filled details.

Perfect dla:

Regular Klienci who come Wstecz regularly, Klienci z multiple Fortepiany, theaters i businesses z complex bookings.

Step by step: Finding i sharing link

1. Go to Customers

Open Klient list.

2. Select the customer

Open Klient details.

3. Find the booking link section

Kopiuj this Klient's personal link.

4. Copy the link

Wyślij link via E-mail or Zapisz it dla later use.

5. Send it to your customer

Kopiuj link or Udostępnij it directly via E-mail or WhatsApp.

Need a new link?

If a link no longer works or you want to Resetuj it, you can generate a new link in Klient details.

What does Klient see?

When Klient opens link:

Their Nazwa i Adres już filled in
Their Fortepian(s) to choose od
Inteligentny Godzina suggestions based on their Lokalizacja
Only relevant Usługi
Can Zarezerwuj directly bez an account

Practical example

You Wyślij Mrs. Johnson a Przypomnienie every Rok. Instead of "call me dla an Wizyta" you Wyślij her personal link. She clicks, chooses a Godzina, i done. No Telefon calls, no hassle.

Set default Usługa

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

1. Edit the customer

Open Klient details.

2. Find "Default service"

Open Edytuj form.

3. Select the service

Choose Usługa this Klient usually books.

4. Save

Usługa will now be automatically selected on their Rezerwacja link.

Reschedule Wizyta

Klienci can reschedule their own Wizyta through a secure link in confirmation E-mail. No Telefon call or E-mail needed — they choose a new Godzina od Inteligentny suggestions i Potwierdź z one click.

How does it work?

Customer receives confirmation email

Every Rezerwacja confirmation contains a "Reschedule Wizyta" button z a unique, secure link.

Customer clicks the link

They see their current Wizyta i a list of Dostępny alternative times, powered by Inteligentny Suggestions z Trasa optimization.

Customer selects a new time

They Wybierz a new Godzina slot i Potwierdź. Wizyta is automatically rescheduled.

Both parties get notified

Klient receives a confirmation E-mail z new Godzina. You ( technician) also receive a Powiadomienie that Wizyta has been rescheduled.

Rules

Rescheduling is only possible up to 24 godzin before Wizyta
Past Wizyty cannot be rescheduled
link is unique per Wizyta i works only once
Kalendarz Synchronizuj (Google/Apple/Microsoft) is automatically triggered

Tip

reschedule page uses same Inteligentny Suggestions engine as Rezerwacja page — current Wizyta is excluded i only times that fit your Harmonogram i Trasa are shown.

Inteligentny Rezerwacja Suggestions

When Klienci Zarezerwuj via their personal link, they automatically see Inteligentny Godzina suggestions. system analyzes your existing Wizyty i suggests most efficient Godzina slots.

How does it work?

Instead of manually choosing a Data i Godzina, Klient sees a list of Zalecane times. These are calculated based on:

Existing Wizyty - Slots just before or after other Wizyty nearby
Lokalizacja - Minimal Czas podróży between Wizyty
Working godzin - Only within your Dostępny times
Theater godzin - Separate godzin dla theaters if configured

Benefits

• More efficient Trasa planning - fewer miles driven • Klienci choose faster - no doubt O nas Dostępność • Better Harmonogram - Wizyty cluster in same area

What does Klient see?

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

Zalecane - most efficient Godzina (green badge)
Alternative - Good options on other days, sorted by date

Klient can also choose "Pick another Godzina" to manually Wybierz a Data i Godzina.

Distant customers

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

Traffic-aware suggestions

When Traffic Prediction is enabled in your settings, smart suggestions take rush hour and typical traffic patterns into account.

Route Fill

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?

1. Open Route Fill

Go to Customers and click the green "Route Fill" button in the top right.

2. Enter a location

Type a city name or postal code and choose a search radius (10-50 km). Click Search.

3. Review results

You'll see a list of customers sorted by urgency. Each customer shows their distance, last tuning date, and an urgency badge.

4. Select & send

Select the customers you want to invite, then click "Send invitations". They'll receive a tuning invitation email with your booking link.

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

Why use Route Fill?

• Fill gaps in your schedule proactively • Combine multiple appointments in the same area • Customers appreciate the personal reminder • Less driving, more earning

Tip

Only customers with a configured service interval and an email address appear in results. Make sure your customer records are up to date for the best results.

Trasa Analysis

Trasa Analysis helps you see how efficient your daily Harmonogram is. Zobacz distances between Wizyty, get an efficiency score, i receive suggestions to optimize your Trasa.

Dostępny dla Solo & Pro

Trasa Analysis is included in Solo i Pro subscriptions. Bezpłatnie users can Ulepsz to unlock this powerful Funkcja.

How to Access

1. Open the Dashboard

Go to your Kalendarz/Terminarz Zobacz in PianoPlanner.

2. Click "Analyse"

Find 📊 Analyse button in toolbar, Dalej to Trasa i Synchronizuj.

3. Choose Day or Week

Toggle between Dzień Zobacz (detailed) i Tydzień Zobacz (overview).

Dzień Analysis

Dzień Zobacz shows you:

📊 Efficiency Score (A-F grade) - How well your Trasa is optimized
🚗 Suma Odległość - Sum of Wszystko trips between Wizyty
⏱️ Czas podróży - Estimated driving Godzina dla Wszystko trips
📍 Trip List - Each journey z Rozpocznij, destination, km i minut

Tydzień Analysis

Tydzień Zobacz gives you a broader perspective:

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

Understanding Efficiency Scores

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

1-Click Optimization

When system finds optimization opportunities, you'll see suggestions z an "Zastosuj" button. Clicking it will:

Check dla conflicts z existing Wizyty
Pokaż a confirmation z proposed change
Move Wizyta if you Potwierdź

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

Economic Impact

Each suggestion shows potential savings in km, minut, i fuel costs. dla example: '42 km trip = ~€9 fuel costs' helps you understand real cost of inefficient routes.

Tips dla Better Routes

Add addresses to all customers for accurate distance calculations Use Smart Suggestions when booking new appointments Check the weekly analysis to find days worth reorganizing Consider moving appointments on days with D or F scores Use the Streamline button to automatically tighten your schedule

Optymalizuj dzien

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

Available for Solo & Pro

Streamline Day is included in Solo and Pro subscriptions. It uses real-time travel calculations via Google Maps.

How does it work?

1. Open Route Analysis

Go to the Dashboard and click the Analyse button in the toolbar.

2. Click "Streamline"

In the day analysis view, click the Streamline button. The system calculates real travel times between all appointments.

3. Preview changes

A preview shows the current vs. proposed schedule. You can see exactly how each appointment would shift, including the time saved.

4. Apply or dismiss

Click Apply to update all appointment times, or close the preview to keep your current schedule.

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.

Benefits

Eliminates unnecessary gaps between appointments Uses real Google Maps travel times - not estimates Frees up time at the end of your day One click to optimize your entire schedule

Good to know

Streamline only adjusts appointments that are not yet confirmed by the customer. Private appointments and blocked time slots are kept in place. Always review the preview before applying.

Prognoza ruchu

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

How does it work?

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

Where is it used?

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

How to enable

1. Go to Settings

Navigate to Settings - Travel Time.

2. Enable Traffic Prediction

Toggle Traffic Prediction on. Travel times will now factor in typical traffic patterns for the time of day.

Example

A trip from Tilburg to Amsterdam normally takes 89 minutes. With traffic prediction enabled, PianoPlanner might show 91 minutes for a Monday morning departure - preventing you from being late due to rush hour.

Good to know

Traffic predictions are based on Google Maps historical traffic data. They reflect typical conditions for that day and time, not live traffic incidents. Travel time caches refresh every 2 hours to stay current.

Theater Dostępność

Theaters, concert halls, i other venues often have different Dostępność than private Klienci. They're mainly Dostępny evenings i weekends - exactly when you're normally off! z Theater Dostępność you can set separate working godzin dla these special Klienci.

Why Theater godzin?

problem: Theaters have rehearsals i performances during Dzień. They can only let you in before opening (mornings) or after closing (evenings). solution: Set different godzin dla theater Klienci. They only see evening/weekend slots. Private Klienci only see daytime slots. Everyone books at right Godzina!

Benefits of Theater Mode

🎭 Separate Dostępność - Theaters don't see your 9-5 private slots
⚡ Last-minuta bookings - Theaters can Zarezerwuj z just 2 godzin notice (you set this)
📅 Shorter Rezerwacja window - Theaters often can't Plan far ahead
🎹 Concert-ready Strojenie - They Zarezerwuj when they need it, before performances
💼 Extra income - Fill your evenings z well-paying theater work

Step-by-Step: Setting Up Theater godzin

1. Go to Settings → Company

Click gear icon ⚙️ i scroll to find "Firma Ustawienia"

2. Find "Theater Availability"

Scroll down past your normal working godzin. You'll see a separate section dla theaters.

3. Turn it ON

Click switch to Włącz theater godzin. It turns green.

4. Set the times per day

dla each Dzień, set when you're Dostępny dla theaters: Example: • Poniedziałek-Piątek: 18:00 - 22:00 (after your regular work) • Sobota: 10:00 - 18:00 (whole Dzień Dostępny) • Niedziela: OFF

5. Save

Click Zapisz at bottom of page.

Marking a Klient as "Theater"

Now tell PianoPlanner which Klienci should use theater godzin:

1. Go to Customers

Open your Klient list i find theater/venue.

2. Edit the customer

Click on their Nazwa, then click Edytuj.

3. Check "Use theater availability"

You'll see a checkbox ☑️ near bottom. Check it!

4. Save

Click Zapisz Klient. Done!

Real Example

Your normal working godzin: Poniedziałek - Piątek: 09:00 - 17:00 Your theater godzin: Poniedziałek - Piątek: 18:00 - 22:00 Sobota: 10:00 - 18:00 Result: • Mrs. Johnson (private Klient) → sees Pon-Pt 09:00-17:00 slots • Theater " Playhouse" → sees Pon-Pt 18:00-22:00 + Sobota slots No overlap, no confusion, perfect separation!

Theater Rezerwacja Window

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

Minimum advance time

How far ahead must theaters Zarezerwuj at minimum? Options: No minimum, 2 godzin, 4 godzin, 1 Dzień, 2 days Zalecane: 2 godzin - allows last-minuta emergency calls

Maximum advance time

How far ahead can theaters Zarezerwuj? Options: 1 Tydzień, 2 weeks, 1 Miesiąc, 2 months, 3 months, 6 months Zalecane: 1 Miesiąc - theaters rarely Plan further ahead

Comparison: Regular vs Theater Rezerwacja

Regular Klienci: • Must Zarezerwuj 2 days ahead (you have planning Godzina) • Can Zarezerwuj up to 3 months in advance Theater Klienci: • Can Zarezerwuj just 2 godzin ahead (emergency tunings!) • Can Zarezerwuj up to 1 Miesiąc in advance Theaters get flexibility dla urgent needs, while private Klienci give you planning Godzina.

Trasa Optimization

Trasa Optimizer uses Google Maps to calculate most efficient order dla your Wizyty. It can automatically reorder your Dzień to minimize Suma Czas podróży.

Open the optimizer

On Panel, click Trasa icon on a Dzień z multiple Wizyty. optimizer opens z a map Zobacz.

Review the suggested order

You see your Wizyty plotted on map z optimized Trasa. Suma Czas podróży savings are shown.

Apply with one click

Click "Zastosuj optimized Trasa" to automatically reorder your Wizyty. Kalendarz Synchronizuj is automatically updated.

Tip

optimizer works best when your Klienci have accurate addresses. Use Google Maps suggestions when adding Klient addresses.

QR Code

PianoPlanner has a built-in QR code generator dla your Rezerwacja page. Drukuj it on Biznes cards, flyers, or place it in your workshop — Klienci scan it i go directly to your Rezerwacja page.

Go to the QR code page

Navigate to Ustawienia → Rezerwacja Link i click QR code button, or open QR page directly.

Download or print

QR code links to your personal Rezerwacja page. Pobierz it as an Obraz i use it on your marketing materials.

Fortepian Usługa History & Strojenie Intervals

PianoPlanner automatically tracks Usługa history of every Fortepian. This helps you remember when Fortepiany need Strojenie - no more forgetting Klienci or guessing when you last visited!

Why Track Usługa Intervals?

bez tracking: You rely on Klienci calling you, or you forget who needs Usługa. z PianoPlanner: You see exactly which Fortepiany are due dla Strojenie. Wyślij a Przypomnienie, Zarezerwuj Wizyta, keep Klienci happy. More repeat Biznes, less effort!

How It Works (Automatically!)

PianoPlanner automatically updates "Last Strojenie" based on:

✅ Zakończone Wizyty - When you Zakończ a Strojenie, Fortepian record updates
✅ Usługa records - Notatki you Dodaj to Fortepian's history
✅ Ręczny Data entry - If you enter a past Strojenie Data yourself

You don't have to do anything! Just Ukończ your Wizyty as normal, i PianoPlanner keeps track.

Understanding Status Colors

Each Fortepian 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	⚠️ Usługa coming up - Godzina to Kontakt Klient!
● 30 days overdue	🔴 Past due Data - definitely Godzina to call!
● Not yet tuned	ℹ️ New Fortepian - no history recorded yet

Setting Right Strojenie Interwał

Different Fortepiany need different care. A concert grand in a theater needs Strojenie every few months, while a hobby Fortepian at Strona główna might only need yearly Usługa. You set Interwał per Fortepian!

Zalecane Intervals

3-4 months: Concert grands, conservatory Fortepiany, music schools 6 months: Churches, professional musicians, serious hobbyists (default) 12 months: Strona główna Fortepiany, occasional players 18-24 months: Rarely used Fortepiany, vacation homes

Step-by-Step: Changing a Fortepian's Interwał

1. Go to the piano

Open Klienci → click on a Klient → click on their Fortepian

2. Click Edit

Click Edytuj button (pencil icon ✏️)

3. Find "Service interval"

Look dla dropdown that says "Usługa Interwał (months)"

4. Choose the interval

Wybierz how many months between tunings: 3, 4, 6, 9, 12, 18, or 24 months

5. Save

Click Zapisz Fortepian. Status will now calculate od this Interwał!

Pro Tip: Finding Fortepiany Due dla Usługa

Go to Fortepiany in menu. You'll see Wszystko Fortepiany sorted by Status. Orange i red Fortepiany appear first - these are your opportunities! Every Tydzień, check this list i Wyślij reminders to Klienci z overdue Fortepiany. Easy way to fill your Kalendarz! 📅

Manually Recording a Past Strojenie

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

1. Edit the piano

Go to Fortepian i click Edytuj

2. Find "Last service date"

Look dla Data picker field

3. Enter the date

Click field i Wybierz Data of last Strojenie

4. Save

Fortepian's Status will now be calculated correctly!

Kalendarz Slot Czas trwania

You can customize how Kalendarz displays Godzina slots. Choose between 1-godzina slots or 1.5-godzina slots depending on your typical Wizyta length.

Changing Slot Czas trwania

Go to the Dashboard

Open your Kalendarz Zobacz.

Find the slot selector

In toolbar Dalej to Zobacz selector (Dzień/Tydzień/Miesiąc), you'll see a dropdown.

Choose your duration

Wybierz "1 godzina" or "1½ godzina" od dropdown.

When to use which?

1 godzina slots: Standard Strojenie Wizyty, quick Usługi 1.5 godzina slots: Regulation, voicing, or when tunings typically take longer

Your preference is saved automatically i will be remembered Dalej Godzina you visit.

Importuj Data

Switching od another Fortepian Usługa management system? PianoPlanner makes it easy to Importuj your existing Klienci i Fortepiany.

What can you Importuj?

Klienci - Names, addresses, Telefon numbers, E-mail addresses
Fortepiany - Marka, Model, Numer seryjny, Rok, Typ, Lokalizacja
Usługa history - Last Strojenie dates are preserved

Important

Always Importuj Klienci first, then Fortepiany. This way Fortepiany are automatically linked to correct Klient.

How to Importuj

Export from your current system

Eksportuj your clients i/or Fortepiany as CSV files od your current software.

Go to Import

Navigate to Ustawienia → Importuj Data or go directly to Importuj page.

Select what to import

Choose whether you want to Importuj Klienci or Fortepiany.

Upload the CSV file

Drag i drop your file or click to browse. system will automatically detect columns.

Preview and configure

Check Podgląd table i set options like "Pomiń duplicates" or "Aktywny clients only".

Start import

Click "Rozpocznij Importuj" i wait dla process to Ukończ.

Importuj options

Option	What does it do?
Aktywny only	Only Importuj Klienci/Fortepiany marked as Aktywny
Pomiń duplicates	Pomiń Klienci that już exist (based on E-mail)
Include Firma Nazwa	Dodaj Firma Nazwa to Klient Nazwa

Cofnij Importuj

Made a mistake? After importing, you'll see an "Cofnij Importuj" button that lets you Usuń Wszystko records od that Importuj batch at once.

Other Importuj Formats

In addition to CSV, PianoPlanner also supports following Importuj formats:

Gazelle Importuj — Switching od Gazelle (Fortepian management software)? Use dedicated Gazelle Importuj Wizard under Ustawienia → Importuj → Gazelle. It automatically recognizes Gazelle Eksportuj format.
vCard (.vcf) Importuj — Importuj contacts directly od your Telefon or E-mail client. Eksportuj your contacts as a .vcf file i Prześlij it to PianoPlanner.
Kalendarz (.ics) Importuj — Importuj Wizyty od your existing Kalendarz (Google, Apple, Outlook). Eksportuj as an .ics file i Prześlij it to transfer your existing Wizyty.

Private Wizyty

Need to track personal trips separately od Biznes Wizyty? Mark Wizyty as private to keep them separate in your mileage records i Synchronizuj them to external calendars bez revealing details.

How to Utwórz a private Wizyta

Create or edit an appointment

Open Wizyta form on Panel.

Toggle "Private Appointment"

Włącz purple toggle to mark this as a private trip.

Add a purpose (optional)

Enter a Opis like "Doctor", "Shopping", or "Family visit".

Visual distinction

Private Wizyty appear in purple z a 🔒 icon in your Kalendarz, making them easy to distinguish od Biznes Wizyty.

Kalendarz Synchronizuj

When synced to Google, Apple, or Microsoft calendars, private Wizyty appear as "Busy" bez showing any details, Lokalizacja, or Opis. Your Prywatność is protected!

Tip

Private kilometers are tracked separately i can be exported dla Podatek purposes. This helps maintain a Wyczyść split between Biznes i personal travel.

Mileage Tracking

Keep a Podatek-proof mileage administration. PianoPlanner automatically tracks kilometers od Wizyty, i you can Dodaj Ręczny trips, Zarejestruj się odometer readings i Eksportuj everything dla your Podatek return.

Pro Funkcja

Mileage tracking is Dostępny z Pro Subskrypcja (€39.50/Miesiąc) i higher.

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 Ustawienia → Biznes → Mileage Tracking i fill in your license plate i vehicle Nazwa. This appears on your mileage Raporty i PDF exports.

Odometer readings

Zarejestruj się your odometer readings periodically (e.g. at Rozpocznij i end of Rok). This serves as proof dla Podatek authorities i helps verify your trip records.

Automatyczny tracking

Every Wizyta z a Klient Adres automatically generates a trip record. system calculates Odległość od your Biznes Adres to Klient Lokalizacja.

Inteligentny round-trip calculation

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

Other Wizyty during Dzień → One-way only (you Kontynuuj to Dalej Lokalizacja)
Last Wizyta of Dzień → Return trip (real km Strona główna via Google Maps)

Ręczny trips

dla trips not linked to an Wizyta (e.g. picking up parts, visiting a supplier), Dodaj Ręczny trips via Panel mileage widget or via Ustawienia.

Quick method: Dashboard widget

Enter km, purpose i click +. Check 'Private' dla non-Biznes trips, 'Round trip' to double Odległość.

Detailed method: Settings

Go to Ustawienia → Mileage Tracking → Ręczny trip form. Here you can also set exact Data, od/to locations i Usuń trips.

Eksportuj & Raporty

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

Important

Podatek authorities require a Ukończ mileage administration if you claim Biznes travel expenses. Zarejestruj się your odometer readings at least at Rozpocznij i end of each Rok.

Tip

Eksportuj your mileage data as CSV at end of each Rok dla your Podatek records. Eksportuj includes Data, Typ, Lokalizacja, one-way Odległość, round-trip indicator, i Suma kilometers.

Travel Raport

Travel Raport gives you a detailed overview of Wszystko your trips over any period. Filtruj by Data range, see totals i Eksportuj a Ukończ expense Raport.

How to use

Open Travel Report

Click "Travel Raport" in navigation menu (car icon).

Set the date range

Use 'od' i 'To' Data pickers to Wybierz period. Raport updates automatically.

Review the summary

At top you see totals: number of trips, Suma km, average km per trip, Czas podróży i expense claim.

Export to CSV

Click CSV button to Pobierz full Raport as a spreadsheet dla your records or accountant.

Raport columns

Column	Opis
Data	Data of Wizyta
Klient	Klient Nazwa z link to detail page
Lokalizacja	Adres of Wizyta
Trasa	Open in Google Maps dla navigation
Odległość	One-way Odległość in km
Czas podróży	Estimated driving Godzina

Tip

Use Szukaj field to Filtruj trips by Klient Nazwa or Lokalizacja. Combine this z a Data range to quickly find specific trips.

Mobile App (PWA)

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

Zainstaluj on iPhone / iPad

Open PianoPlanner in Safari

Go to pianoplanner.com i Zaloguj się. Make sure you're using Safari (not Chrome or Firefox).

Tap the Share button

Tap Udostępnij icon (square z arrow) at bottom of screen.

Choose "Add to Home Screen"

Scroll down i tap "Dodaj to Strona główna Screen". PianoPlanner will now appear as an app icon on your Strona główna screen.

Zainstaluj on Android

Open PianoPlanner in Chrome

Go to pianoplanner.com i Zaloguj się via Chrome.

Tap "Install" or the menu

You Maj see an "Zainstaluj" banner at bottom. Otherwise tap three dots (⋮) i choose "Zainstaluj App" or "Dodaj to Strona główna Screen".

What you get on mobile

Full Kalendarz Zobacz optimized dla touch
Quickly look up Klienci i Fortepiany
Utwórz i Edytuj Wizyty on go
Utwórz i Wyślij Faktury od your Telefon
Push notifications dla new bookings

Push Notifications

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

Enable notifications

Go to Ustawienia → Notifications i Włącz push notifications. Your browser will ask dla permission — click "Allow".

Test it

Click "Wyślij test Powiadomienie" to check if it works. You should see a Powiadomienie within a few sekund.

Tip

dla best experience, Zainstaluj PWA on your Telefon i Włącz notifications. This way you'll be instantly notified when a Klient books, even when you're not actively using PianoPlanner.

Workshop Planning

PianoPlanner supports dedicated workshop Godzina slots dla work in your own workshop. Set your workshop Dostępność godzin i they will automatically be blocked in online Rezerwacja Kalendarz.

Setting up workshop godzin

Go to Ustawienia → Workshop to Konfiguruj your workshop Dostępność. You can set different godzin dla each Dzień of Tydzień, just like your regular working godzin.

Funkcje

Set workshop Dostępność per Dzień of Tydzień
Workshop godzin are automatically blocked dla online bookings
Inteligentny Pick respects workshop godzin — no overlapping suggestions
Workshop Wizyty visible in your Terminarz z a dedicated icon
Workshop statistics in your Panel Raporty

Inteligentny Pick Integracja

When you use Inteligentny Pick to suggest Wizyta times, it automatically avoids your workshop godzin. This ensures Klienci are never offered a Godzina slot that conflicts z your workshop Harmonogram.

Tip

Use workshop planning dla recurring in-house tasks like Fortepian rebuilds, voicing work, or instrument repairs. This keeps your field Harmonogram clean i your workshop Godzina organized.

Walk-in Wizyty & Tasks

Not every Wizyta needs a Klient record. PianoPlanner lets you quickly Utwórz walk-in Wizyty i internal workshop tasks directly od your Panel.

Walk-in Wizyty

When a Klient walks in unexpectedly, use quick walk-in button on your Panel action sheet. Enter a Nazwa i Usługa — no need to Utwórz a full Klient record first.

Tasks bez Klient

Need to block Godzina dla internal work? Utwórz a task bez linking it to a Klient. Perfect dla workshop maintenance, administrative work, or personal Godzina blocks.

How to Utwórz

od Panel: tap + button i choose 'Walk-in' or 'Task'
Walk-in: enter a Nazwa, choose a Usługa, i pick a Godzina
Task: Dodaj a Opis i Godzina — no Klient needed
Both types appear in your Terminarz i respect your Dostępność

Tip

Walk-in Wizyty can be converted to full Klient records later. If a walk-in Klient returns, you can Utwórz a proper Klient Profil i link previous Wizyta.

Workshop Projekt Planner

Workshop Projekt Planner helps you Zarządzaj larger workshop jobs — Fortepian rebuilds, restorations, or any multi-step Projekt. Track tasks, godzin, deadlines, i link Projekty to Klienci i Fortepiany.

Biznes Plan

Projekt Planner is Dostępny exclusively z Biznes Subskrypcja (€49/Miesiąc). Ulepsz via Ustawienia → Subskrypcja to unlock this Funkcja.

Creating a Projekt

Navigate to Projekty in main menu i click 'New Projekt'. Give it a Tytuł, optionally link a Klient i Fortepian, set a Priorytet i deadline, i estimate Suma godzin.

Managing tasks

Each Projekt can have multiple tasks. Dodaj tasks quickly z inline input field at bottom of task list, or click a task to Edytuj details like estimated/actual godzin i due dates.

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

Capacity overview

capacity bar on Projekty overview shows how many workshop godzin you have used vs. Dostępny this Tydzień. This is based on your workshop godzin configured in Ustawienia → Workshop.

Funkcje

Link Projekty to Klienci i Fortepiany
Priorytet levels: Low, Normal, High, Urgent
Status tracking: Planning → Aktywny → Paused → Zakończone
Visual progress bar based on Zakończone tasks
Weekly capacity tracking based on your workshop godzin
Filtruj i Szukaj across Wszystko your Projekty

Quotes & Pricing

Turn your Projekt task list into a professional quote. Each task can include pricing Informacja that's automatically calculated i ready to Udostępnij z your Klient.

Excel-style Editing

task list works like a spreadsheet. Click any cell to Edytuj inline. Changes are saved automatically as you Typ. Press Enter to move to Dalej row, or Tab to move to Dalej 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

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

Eksportuj Quote

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

Tip

Set your hourly rate in Ustawienia → Workshop. New labor tasks will automatically use this rate. dla materials, enter both cost Cena (what you pay) i selling Cena to track your margin.

Tip

Use Projekty dla any multi-Dzień workshop job: full restorations, action rebuilds, soundboard repairs, or even instrument transport coordination. task list keeps you on track i godzin overview helps z quoting future similar jobs.

Faktura Setup

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

Faktura Numbering

1

Prefix

Set a prefix dla your Faktura numbers (e.g. "F2026-", "INV-"). Your Faktury will be numbered as prefix + sequence number, e.g. F2026-001, F2026-002, etc.

2

Dalej Number

Set Dalej Faktura number. Useful when switching od another system mid-Rok — just enter number where you left off. counter auto-increments z each new Faktura.

3

Bank Details

Enter your IBAN, bank Nazwa, i BIC code. These appear on your Faktury so Klienci know where to pay.

4

Footer Text

Dodaj your chamber of commerce number, VAT number, or any other Informacje prawne text that should appear at bottom of every Faktura.

Tip

You can also Prześlij your own letterhead (JPG/PNG) so your Faktury match your corporate identity. If your letterhead już contains your Firma details, check "Ukryj Firma info on Faktura".

Creating Faktury

There are two ways to Utwórz an Faktura: od Terminarz or manually.

od Terminarz (Zalecane)

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

Klient Nazwa i details
Usługa Opis z instrument (e.g. "Strojenie — Steinway & Sons D")
Wizyta Data in Opis
Usługa Cena od your Usługi configuration
Klient Notatki (as a separate text line)

Ręczny Faktura

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 Faktury

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.

Tip

You can use 'Usługa Szablony' in Faktura Ustawienia to quickly Dodaj frequently used Usługi to any Faktura.

Invoicing on Mobile

z PianoPlanner on your homescreen you can Utwórz i Wyślij Faktury directly od your Telefon — even while you're still at Klient's Lokalizacja.

od a Klient Profil

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

Wybierz a Usługa — Cena is automatically filled in
Dodaj a Opis or Notatki
Choose Faktura Status (Szkic, Wysłane, Opłacone)
Wyślij z payment link — Klient can pay via iDEAL / Wero immediately

Typical Mobile Workflow

1

Zakończ Strojenie

Ukończ Wizyta as usual.

2

Open Klient → Utwórz Faktura

Tap on Klient i hit "Utwórz Faktura". Your Usługa i Cena are pre-filled.

3

Wyślij z payment link

Zapisz i Wyślij. Klient receives an E-mail z a PDF Faktura i an iDEAL / Wero payment link.

Tip

Fortepian tuner is still at Klient's Strona główna i Faktura is już Wysłane — z a payment link. No bookkeeping software needed, no Ręczny work at end of Dzień.

VAT Handling

PianoPlanner handles VAT differently depending on Klient Typ. This is determined automatically based on Klient Typ set in Klient Profil.

Private Klienci

Cena = INCLUSIVE VAT

For private customers, the service price is the total amount they pay, inclusive of VAT. Example: your service costs €125. The invoice shows:
Subtotal: €103.31 — VAT 21%: €21.69 — Total: €125.00

Biznes / Institutions

Cena = EXCLUSIVE VAT

For businesses, schools, churches, and theaters, the service price is exclusive of VAT. VAT is added on top. Example: your service costs €125 excl. The invoice shows:
Subtotal: €125.00 — VAT 21%: €26.25 — Total: €151.25

Setting Klient Typ

To ensure correct VAT handling, set Klient Typ in each Klient Profil:

Private — Cena inclusive VAT
Biznes — Cena exclusive VAT
School — Cena exclusive VAT
Church — Cena exclusive VAT
Theater — Cena exclusive VAT

Tip

default Klient Typ is 'Private'. If you don't set a Typ, Cena will be treated as inclusive VAT. You can always manually adjust Cena on Faktura if needed.

Online Payments (Mollie)

Akceptuj iDEAL, credit card, i Wero payments directly on your Faktury via Mollie. Klienci click payment link in Faktura E-mail i pay instantly.

Setting up Mollie

Create a Mollie account

Go to mollie.com i Utwórz a Bezpłatnie account. Ukończ verification process (identity check i bank account).

Get your API key

In your Mollie Panel, go to Developers → API Keys. Kopiuj your Live API key.

Connect in PianoPlanner

Go to Ustawienia → Integracje → Mollie. Paste your API key i click Połącz. PianoPlanner will verify connection.

Send invoices with payment link

When you Wyślij an Faktura by E-mail, a payment link is automatically added. Klienci can pay directly via iDEAL, credit card, or Wero.

Tip

Mollie charges no monthly fees — you only pay per transaction (e.g., €0.29 per iDEAL payment). Faktura Status is automatically updated when Klient pays.

Księgowość Integracja

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

Dostępny Integracje

Currently three Integracje are fully operational. More are being developed to Wsparcie stroiciele fortepianów across Netherlands, Belgium, i Germany.

Moneybird (Netherlands/Belgium)

Moneybird is a popular Dutch online Księgowość package. PianoPlanner connects via Moneybird API dla Automatyczny Faktura synchronization.

1

Get API Token

Zaloguj się to your Moneybird account i go to Ustawienia → Developers → Personal API Tokens. Utwórz a new token.

2

Połącz in PianoPlanner

Go to Settings → Integrations, find the Moneybird card, enter your API token and administration ID, then click Connect.

3

Synchronizuj Faktury

Once Połączone, you can push Faktury directly to Moneybird. Klienci are automatically created if they don't exist yet.

Jortt (Netherlands)

Jortt is a popular Dutch Księgowość package designed dla freelancers i small businesses. PianoPlanner connects via OAuth2 dla secure, Automatyczny Faktura syncing.

1

Get API Credentials

Log in to your Jortt account and go to Settings → API. Create a new API client to get your Client ID and Client Secret.

2

Połącz in PianoPlanner

Navigate to Settings → Integrations, find the Jortt card, enter your Client ID and Client Secret, then click Connect.

3

Konfiguruj Synchronizuj Ustawienia

Choose whether to Synchronizuj Faktury automatically when created, or manually via Synchronizuj button. You can also Włącz Automatyczny syncing when an Faktura is marked as Wysłane.

Odoo (International)

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

Important

Odoo API access requires a Custom or Enterprise Plan. Bezpłatnie Odoo Online Plan does not include external API access.

1

Gather Your Odoo Details

You need four things: your Odoo URL (e.g. https://mycompany.odoo.com), your database name, your username (email), and an API key. Generate an API key in Odoo via Settings → Users → API Keys.

2

Połącz in PianoPlanner

Go to Settings → Integrations, find the Odoo card, fill in all four fields, and click Connect. PianoPlanner will verify your credentials immediately.

3

Synchronizuj Faktury

Once connected, use the Sync button to push invoices to Odoo. Each invoice creates a customer invoice (account.move) in Odoo, and missing contacts are automatically created.

Synchronizuj Log

Every Synchronizuj action is logged. You can Zobacz Synchronizuj history in Integracja Ustawienia to see which Faktury have been Wysłane pomyślnie i which ones encountered errors. This helps you quickly spot i resolve any issues.

Coming Soon

We are actively working on Integracje z more Księgowość packages used by stroiciele fortepianów across Europe:

e-Boekhouden — Dutch cloud bookkeeping
Exact Online — Dutch/international ERP system
DATEV 🇩🇪 — German market leader dla Podatek advisors
lexoffice 🇩🇪 — Popular German cloud Księgowość
sevDesk 🇩🇪 — German online Księgowość dla freelancers
Yuki 🇧🇪🇳🇱 — Dutch/Belgian Księgowość z document processing
Billit 🇧🇪 — Belgian invoicing platform

Tip

Missing your Księgowość package? Let us know via Wsparcie i we'll prioritize it. Wszystko credentials are encrypted i stored securely — your API keys are never visible after saving.

Subskrypcja & Billing

PianoPlanner offers flexible Subskrypcja plans to fit your needs. Zarządzaj your Subskrypcja, Ulepsz, downgrade, or Aktualizuj your payment details at any Godzina.

Dostępny Plans

Plan	Cena	Key Funkcje
Starter	Bezpłatnie	Podstawowy scheduling, up to 25 Klienci
Solo	€24.50/mo	Unlimited Klienci, Kalendarz Synchronizuj, Trasa optimization, invoicing
Pro	€39.50/mo	Everything in Solo + Automatyczny reminders, Księgowość Integracje, Priorytet Wsparcie
Biznes	€49/mo	Everything in Pro + Zespół management, shared Klient database

Zarządzaj Subskrypcja

Go to Billing

Click your Profil icon → Billing, or go directly to billing page.

Upgrade or downgrade

Click "Change Plan" to switch between plans. Changes take effect on your Dalej billing Data. Upgrading gives immediate access to new Funkcje.

Payment management

Click "Zarządzaj Payment" to Aktualizuj your credit card, Zobacz Faktury, or Anuluj your Subskrypcja via Stripe Klient portal.

Zespoły

Working z multiple technicians? Zespoły Funkcja lets you Zarządzaj a shared Klient database, coordinated scheduling, i Zespół Rezerwacja pages.

Tip

Zespoły is Dostępny on Biznes Plan. Funkcje include: Zespół Członek invitations, shared Klient i Fortepian database, coordinated Kalendarz, i a Zespół Rezerwacja page where Klienci can choose a technician.

Getting started z Zespoły

Create a team

Go to Ustawienia → Zespoły i click "Utwórz Zespół". Nazwa your Zespół i set it up.

Invite members

Zaproś technicians by E-mail. They'll receive an invitation to Dołącz your Zespół.

Share the team booking page

Your Zespół gets a shared Rezerwacja page where Klienci can choose their preferred technician, or let system determine best match based on Dostępność i Lokalizacja.

Need Pomoc?

Can't figure it out? Feel Bezpłatnie to Kontakt us.

Kontakt Wsparcie

User Guide

First Steps

Biznes Details

How to set up your Biznes details?

Setting Working godzin

Days i times

Setting buffers

Setting Your Usługa Area

How to set your Usługa area?

Usługi

Setting up Usługi

Kalendarz colors

Panel & Kalendarz

Panel layout

Left panel

Kalendarz

Right panel

Creating an Wizyta

Understanding Trasa Efficiency

Kolor legend

How is Czas podróży calculated?

Klient Management

Adding a Klient

Klient detail page

Szukaj & Filtruj

Fortepian Management

Adding a Fortepian

Fortepian detail page

Strojenie intervals explained

Connecting Google Kalendarz

Creating connection

Synchronizuj options

Connecting Microsoft 365

What do you need?

Connecting

What gets synced?

Apple Kalendarz (iCloud)

Creating an app-specific Hasło

Connecting in PianoPlanner

Switch Kalendarz Provider

Why switch?

Step-by-step switching

Comparison: Google vs Apple

Synchronizuj Methods Compared

Your Strojenie Wizyty in your own trusted Kalendarz

Using Your Own E-mail Domain

Why use your own SMTP?

SMTP Configuration

Common Ustawienia

Customize E-mail Szablony

Dostępny Szablony

Szablon Editor — Two Modes

Editing Szablon

Dostępny variables

Sending Strojenie Invitations

How to Wyślij invitations?

Strojenie Interwał options

Dostępny variables dla invitations

Automatyczny Strojenie Reminders

How does it work?

Setup — Step by Step

Customize E-mail Szablon

Klient Unsubscribe

Panel Widget

Requirements

Sharing Your Rezerwacja Link

Step by step

Where can you use link?

Dodaj to your website

Personal Links dla Regular Klienci

Step by step: Finding i sharing link

What does Klient see?

Set default Usługa

Reschedule Wizyta

How does it work?

Rules

Inteligentny Rezerwacja Suggestions

How does it work?

What does Klient see?

Distant customers