User Guide

Your Afacere details appear in E-mail confirmations și on your Rezervare page. Fill these in correctly so Clienți know exactly who you are.

How to set up your Afacere details?

Your working ore determine when Clienți can Rezervă Programări. The system only shows Oră slots within these ore.

Days și times

Selectează the days you work și set the Începe și end Oră pentru each Zi.

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

Setting buffers

Buffers Ajutor you keep Oră between Programări și prevent Clienți de la Rezervare too last-minut.

Buffer Tip	What does this do?	Recomandat
Buffer before Programare	Minimum Oră between Rezervare și the Programare	2 days Recomandat pentru planning
Buffer after Programare	Extra Oră after an Programare pentru Note or unexpected delays	15 minut Recomandat
Minimum Rezervare Oră	How far in advance must Clienți Rezervă?	2 days gives you Oră to Plan

Your Serviciu area determines how far you're willing to drive pentru Programări. This helps the system make Inteligent suggestions și prevents bookings that are too far away.

How to set your Serviciu area?

Servicii define what you offer to Clienți — such as Acordare, regulation, or repair. Each Serviciu has its own Durată, Preț, și Calendar Culoare. Clienți see these when Rezervare online.

Setting up Servicii

Calendar colors

Serviciu colors Ajutor you visually distinguish between Programare types in your Calendar. Choose de la preset colors like blue, green, red, purple, etc. The Culoare is also used when syncing cu Google Calendar.

The Panou de control is your central workspace. Here you find your Calendar, daily overview, quick actions și useful widgets — everything you need pentru a productive workday.

Panou de control layout

Your Panou de control is divided into three columns: a left panel cu quick overviews, the Calendar in the center, și a right panel cu statistics și widgets.

Left panel

• Mini Calendar — quickly navigate between dates
• Traffic lights — see the Zi Stare at a glance (done, in progress, to do)
• Current Programare — shows the Programare you're working on right now
• Coming up Astăzi — quick list of remaining Programări
• To process — Programări that still need follow-up

Calendar

Switch between Zi, Săptămână și Lună views. Click on a Oră slot to Creează a new Programare. Drag Programări to move them. Double-click to Editează.

• Drag & drop — move Programări to a different Oră or Zi
• Resize — drag the bottom edge of an Programare to change the Durată
• Traseu button — calculate travel times și Culoare-code your Programări
• Filters — Arată/Ascunde Programare types (field, workshop, private)

Right panel

• Astăzi's Programări list cu Client details
• Upcoming Programări pentru the Următorul days
• Workshop / field Serviciu statistics pentru the Zi
• Mileage widget — current Lună km overview și quick-Adaugă trips (Pro)

Creating an Programare

PianoPlanner shows you how efficient your Program is cu a Culoare system. This way you can see at a glance whether your Zi is well planned.

Culoare legend

How is Timp de deplasare calculated?

Keep Toate your Client data in one place. Adaugă Clienți, link their Piane, track Serviciu history și Trimite professional emails — Toate de la a single overview.

Adding a Client

Client detail page

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

• Toate linked Piane cu Serviciu Stare
• Completează Programare history
• Personal Rezervare link to Partajează cu the Client
• Trimite Acordare invitations directly
• Contact Informație și Note

Caută & Filtrează

Use the Caută bar to quickly find Clienți by Nume, E-mail, Oraș or Telefon number. The list updates as you Tip.

Track every Pian you Serviciu. Record Marcă, Model, Număr de serie, An și Stare. Link Piane to Clienți și keep a Completează Serviciu history.

Adding a Pian

Pian detail page

• Full Pian specifications și Stare Note
• Serviciu history — Toate past Programări și tunings
• Serviciu Stare indicator: on Oră, coming due, or overdue
• Fotografii — Încarcă images of the Pian pentru reference

Acordare intervals explained

Interval	Meaning
0	Client initiates Contact — no Automat reminders
3	Every 3 months — pentru concert Piane or intensive use
6	Every 6 months — standard pentru most Piane
12	Yearly — pentru Piane cu light use

Sincronizează PianoPlanner cu your Google Calendar pentru two-way Sincronizează. Programări appear in both calendars și updates are automatically synchronized.

Creating connection

Sincronizează options

Option	Descriere
Two-way Sincronizează	Changes in both calendars are synchronized
To Google only	Programări are only Trimis de la PianoPlanner to Google
Include Timp de deplasare	Automatically Adaugă Timp de deplasare to Calendar events

Do you use Outlook or Microsoft 365? Conectează your Calendar pentru seamless synchronization cu PianoPlanner.

What do you need?

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

Connecting

What gets synced?

• New Programări in PianoPlanner
• Changes to Oră și Dată
• Cancellations

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

Creating an app-specific Parolă

Connecting in PianoPlanner

Want to switch de la Google Calendar to Apple Calendar (or vice versa)? You can do this fără losing any Programări. This is also relevant if you want to move away de la US cloud Servicii și 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 Locație	US (Google Cloud)	Europe (Apple iCloud)
Sincronizează method	Google API (OAuth)	CalDAV (App-wachtwoord)
Direction	Two-way	Two-way
Confidențialitate (GDPR)	⚠️	✅

Not Toate Calendar synchronization is the same. Here you can see the differences between the methods.

Method	Direction	Realtime	Best pentru
Google Calendar API	Two-way	Da	Anyone cu a Google account - most Completează Integrare
Microsoft 365 / Outlook	Two-way	Da	Microsoft 365 or Outlook users
Apple CalDAV	Two-way	Da	Anyone using iCloud Calendar as primary Calendar
iCal Feed	Read only	Every 15-60 min	Simple read-only Sincronizează cu any Calendar app

Your Acordare Programări in your own trusted Calendar

Would you like your Acordare Programări to automatically appear in the Calendar you deja use on your Telefon or computer (such as Samsung, Google, or Outlook)? That's easy — just Conectează the calendars.

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

Why use your own SMTP?

• Emails come de la 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

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

Common Setări

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 Clienți pentru Programări. You can fully customize these emails cu your own text, branding, și logo. There are two editing modes: a simple mode pentru plain text și an advanced mode pentru HTML formatting.

Disponibil Șabloane

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

The Șablon Editor — Two Modes

Editing Șablon

Disponibil variables

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

Variable	Replaced by
{{customerName}}	Client's Nume, e.g. "John Smith"
{{date}}	Programare Dată
{{time}}	Programare Începe Oră
{{service}}	Serviciu Tip (e.g., "Acordare")
{{piano_brand}}	Pian Marcă (e.g., "Steinway")
{{piano_model}}	Pian Model
{{bookingLink}}	Client's personal Rezervare link
{{companyName}}	Your Companie Nume
{{companyPhone}}	Your Telefon number
{{companyEmail}}	Your E-mail Adresă
{{reminderNumber}}	Sequential Memento number (1, 2, 3...) — only pentru Automat reminders
{{unsubscribeLink}}	Unsubscribe link pentru the Client — only pentru Automat reminders

Automatically remind your Clienți when their Pian is due pentru Acordare. This is a powerful way to generate recurring Programări.

How to Trimite invitations?

Acordare Interval options

Option	Descriere
Client initiates Contact	No Automat reminders
3 months	Concert grands, intensive use
6 months	Standard pentru most Piane
12 months	Recreational use, hobby

Disponibil variables pentru invitations

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

PianoPlanner can automatically Trimite Acordare reminders to Clienți when their Pian is due pentru a Acordare. You don't have to do anything — the system checks pentru each Pian when the last Acordare was, adds the Serviciu Interval, și sends a Memento at the right Oră.

How does it work?

Setup — Step by Step

Setting	Default	Explanation
Eerste herinnering	30 dagen	How many days before the Acordare is due the first E-mail is Trimis. pentru example: 30 days = Despre noi 1 Lună in advance.
Follow-up interval	14 dagen	How many days between the first și second Memento. After that it becomes monthly.
Maximum per cyclus	4 herinneringen	Maximum number of emails per Pian per Acordare cycle. After reaching this number, the system stops.
Verzendtijdstip	09:00 uur	Around what Oră emails are Trimis. Choose a Oră when your Clienți are likely online.

Customize E-mail Șablon

Automat reminders use the same Șablon as Manual Acordare invitations. You can customize this Șablon via:

Variabele	Uitleg
{{reminderNumber}}	The sequential number of the Memento (1, 2, 3...). Useful to mention in the text.
{{unsubscribeLink}}	A link that allows the Client to unsubscribe de la reminders. Automatically placed at the bottom of the E-mail.

Client Unsubscribe

At the bottom of every Automat Memento is an unsubscribe link. When a Client clicks it, a clean page confirms they've been unsubscribed.

In the statistics in Setări you can see how many Clienți have unsubscribed. Want to re-subscribe a Client? Contact the helpdesk.

Panou de control Widget

Once you Activează Automat reminders, a widget appears on your Panou de control cu three numbers: Total reminders Trimis, this Lună's count, și unsubscribed Clienți.

Requirements

Every PianoPlanner user has a unique Rezervare link. Partajează this cu potential Clienți so they can Rezervă an Programare themselves.

Step by step

Where can you use the link?

Partajează everywhere

• Your website - 'Rezervă now' button
• E-mail signature
• Afacere cards (as QR code)
• Social media bio
• Google My Afacere
• WhatsApp Stare

Adaugă to your website

Copiază this code și paste it on your website where you want the Rezervare button to appear.

As simple link

As button

Regular Clienți don't have to fill in their details every Oră. Every Client in PianoPlanner has a unique link cu pre-filled details.

Step by step: Finding și sharing the link

What does the Client see?

When the Client opens the link:

• Their Nume și Adresă deja filled in
• Their Pian(s) to choose de la
• Inteligent Oră suggestions based on their Locație
• Only relevant Servicii
• Can Rezervă directly fără an account

Set default Serviciu

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

Clienți can reschedule their own Programare through a secure link in the confirmation E-mail. No Telefon call or E-mail needed — they choose a new Oră de la Inteligent suggestions și Confirmă cu one click.

How does it work?

Rules

• Rescheduling is only possible up to 24 ore before the Programare
• Past Programări cannot be rescheduled
• The link is unique per Programare și works only once
• Calendar Sincronizează (Google/Apple/Microsoft) is automatically triggered

When Clienți Rezervă via their personal link, they automatically see Inteligent Oră suggestions. The system analyzes your existing Programări și suggests the most efficient Oră slots.

How does it work?

Instead of manually choosing a Dată și Oră, the Client sees a list of Recomandat times. These are calculated based on:

• Existing Programări - Slots just before or after other Programări nearby
• Locație - Minimal Timp de deplasare between Programări
• Working ore - Only within your Disponibil times
• Theater ore - Separate ore pentru theaters if configured

What does the Client see?

After selecting a Serviciu, up to 10 optimal Oră slots appear, sorted cu the best choice first:

• Recomandat - The most efficient Oră (green badge)
• Alternative - Good options on other days, sorted by Dată

The Client can also choose "Pick another Oră" to manually Selectează a Dată și Oră.

Distant Clienți

pentru Clienți outside your normal Serviciu area, the system automatically searches further ahead (up to 6 months) to find the best options. Instead of blocking distant Clienți, 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 Setări, Inteligent suggestions take rush oră și typical traffic patterns into account.

Got a gap in your Program in a specific area? Traseu Fill helps you find nearby Clienți who are due pentru a Acordare și lets you Trimite them an invitation in one click.

How does it work?

Urgency badges

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

• 🔴 Overdue — Past the Serviciu Interval
• 🟠 Due — Within one Lună of the Interval
• 🟡 Soon — Within three months of the Interval
• 🟢 On Program — Not yet due

Traseu Analysis helps you see how efficient your daily Program is. Vizualizează distances between Programări, get an efficiency score, și receive suggestions to optimize your Traseu.

How to Access

Zi Analysis

The Zi Vizualizează shows you:

• 📊 Efficiency Score (A-F grade) - How well your Traseu is optimized
• 🚗 Total Distanță - Sum of Toate trips between Programări
• ⏱️ Timp de deplasare - Estimated driving Oră pentru Toate trips
• 📍 Trip List - Each journey cu Începe, destination, km și minut

Săptămână Analysis

The Săptămână Vizualizează gives you a broader perspective:

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

Understanding Efficiency Scores

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

1-Click Optimization

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

• Check pentru conflicts cu existing Programări
• Arată a confirmation cu the proposed change
• Move the Programare if you Confirmă

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

Have gaps between your Programări that waste Oră? The Streamline button automatically tightens your Program by recalculating Programare times based on real travel times.

How does it work?

What does Streamline calculate?

• Real Timp de deplasare de la your Companie Adresă to the first Programare
• Real Timp de deplasare between each consecutive Programare
• Your configured buffer Oră is added after each Timp de deplasare
• The first Programare starts at your working ore Începe + Timp de deplasare

Understanding the Previzualizează

The Previzualizează shows each Programare cu its current Oră și the proposed new Oră. Programări that would move are highlighted, și you can see the Total Oră saved at the top of the Previzualizează.

PianoPlanner can factor in real traffic conditions when calculating travel times. Instead of just using the standard driving Oră, the system looks at expected traffic pentru the specific Zi și Oră of each Programare.

How does it work?

When traffic prediction is enabled, every Timp de deplasare calculation considers the expected departure Oră. A Luni morning rush oră trip will Arată a longer Timp de deplasare than the same trip on a quiet Duminică afternoon.

Where is it used?

• Inteligent Suggestions - Rezervare suggestions account pentru rush oră traffic
• Traseu Colors - Calendar colors reflect realistic travel times
• Traseu Analysis - Analysis uses traffic-aware durations
• Streamline - Optimized schedules account pentru traffic patterns

How to Activează

Theaters, concert halls, și other venues often have different Disponibilitate than private Clienți. They're mainly Disponibil evenings și weekends - exactly when you're normally off! cu Theater Disponibilitate you can set separate working ore pentru these special Clienți.

Benefits of Theater Mode

• 🎭 Separate Disponibilitate - Theaters don't see your 9-5 private slots
• ⚡ Last-minut bookings - Theaters can Rezervă cu just 2 ore notice (you set this)
• 📅 Shorter Rezervare window - Theaters often can't Plan far ahead
• 🎹 Concert-ready Acordare - They Rezervă when they need it, before performances
• 💼 Extra income - Fill your evenings cu well-paying theater work

Step-by-Step: Setting Up Theater ore

Marking a Client as "Theater"

Now tell PianoPlanner which Clienți should use theater ore:

Theater Rezervare Window

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

The Traseu Optimizer uses Google Maps to calculate the most efficient order pentru your Programări. It can automatically reorder your Zi to minimize Total Timp de deplasare.

PianoPlanner has a built-in QR code generator pentru your Rezervare page. Tipărește it on Afacere cards, flyers, or place it in your workshop — Clienți scan it și go directly to your Rezervare page.

PianoPlanner automatically tracks the Serviciu history of every Pian. This helps you remember when Piane need Acordare - no more forgetting Clienți or guessing when you last visited!

How It Works (Automatically!)

PianoPlanner automatically updates "Last Acordare" based on:

• ✅ Finalizat Programări - When you Finalizează a Acordare, the Pian record updates
• ✅ Serviciu records - Note you Adaugă to the Pian's history
• ✅ Manual Dată entry - If you enter a past Acordare Dată yourself

You don't have to do anything! Just Completează your Programări as normal, și PianoPlanner keeps track.

Understanding the Stare Colors

Each Pian shows a Stare 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	⚠️ Serviciu coming up - Oră to Contact Client!
● 30 days overdue	🔴 Past due Dată - definitely Oră to call!
● Not yet tuned	ℹ️ New Pian - no history recorded yet

Setting the Right Acordare Interval

Different Piane need different care. A concert grand in a theater needs Acordare every few months, while a hobby Pian at Acasă might only need yearly Serviciu. You set the Interval per Pian!

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

Manually Recording a Past Acordare

Did you tune a Pian before using PianoPlanner? You can enter the Dată manually:

You can customize how the Calendar displays Oră slots. Choose between 1-oră slots or 1.5-oră slots depending on your typical Programare length.

Changing Slot Durată

Your preference is saved automatically și will be remembered Următorul Oră you visit.

Switching de la another Pian Serviciu management system? PianoPlanner makes it easy to Importă your existing Clienți și Piane.

What can you Importă?

• Clienți - Names, addresses, Telefon numbers, E-mail addresses
• Piane - Marcă, Model, Număr de serie, An, Tip, Locație
• Serviciu history - Last Acordare dates are preserved

How to Importă

Importă options

Option	What does it do?
Activ only	Only Importă Clienți/Piane marked as Activ
Sari duplicates	Sari Clienți that deja exist (based on E-mail)
Include Companie Nume	Adaugă Companie Nume to Client Nume

Other Importă Formats

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

• Gazelle Importă — Switching de la Gazelle (Pian management software)? Use the dedicated Gazelle Importă Wizard under Setări → Importă → Gazelle. It automatically recognizes the Gazelle Exportă format.
• vCard (.vcf) Importă — Importă contacts directly de la your Telefon or E-mail client. Exportă your contacts as a .vcf file și Încarcă it to PianoPlanner.
• Calendar (.ics) Importă — Importă Programări de la your existing Calendar (Google, Apple, Outlook). Exportă as an .ics file și Încarcă it to transfer your existing Programări.

Need to track personal trips separately de la Afacere Programări? Mark Programări as private to keep them separate in your mileage records și Sincronizează them to external calendars fără revealing details.

How to Creează a private Programare

Visual distinction

Private Programări appear in purple cu a 🔒 icon in your Calendar, making them easy to distinguish de la Afacere Programări.

Calendar Sincronizează

When synced to Google, Apple, or Microsoft calendars, private Programări appear as "Busy" fără showing any details, Locație, or Descriere. Your Confidențialitate is protected!

Keep a Taxă-proof mileage administration. PianoPlanner automatically tracks kilometers de la Programări, și you can Adaugă Manual trips, Înregistrează-te odometer readings și Exportă everything pentru your Taxă 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 Setări → Afacere → Mileage Tracking și fill in your license plate și vehicle Nume. This appears on your mileage Rapoarte și PDF exports.

Odometer readings

Înregistrează-te your odometer readings periodically (e.g. at the Începe și end of the An). This serves as proof pentru the Taxă authorities și helps verify your trip records.

Automat tracking

Every Programare cu a Client Adresă automatically generates a trip record. The system calculates the Distanță de la your Afacere Adresă to the Client Locație.

Inteligent round-trip calculation

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

• Other Programări during the Zi → One-way only (you Continuă to the Următorul Locație)
• Last Programare of the Zi → Return trip (real km Acasă via Google Maps)

Manual trips

pentru trips not linked to an Programare (e.g. picking up parts, visiting a supplier), Adaugă Manual trips via the Panou de control mileage widget or via Setări.

Exportă & Rapoarte

• 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 Raport gives you a detailed overview of Toate your trips over any period. Filtrează by Dată range, see totals și Exportă a Completează expense Raport.

How to use

Raport columns

Column	Descriere
Dată	Dată of the Programare
Client	Client Nume cu link to detail page
Locație	Adresă of the Programare
Traseu	Open in Google Maps pentru navigation
Distanță	One-way Distanță in km
Timp de deplasare	Estimated driving Oră

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

Install on iPhone / iPad

Install on Android

What you get on mobile

• Full Calendar Vizualizează optimized pentru touch
• Quickly look up Clienți și Piane
• Creează și Editează Programări on the go
• Creează și Trimite Facturi de la your Telefon
• Push notifications pentru new bookings

Receive instant push notifications when a Client books an Programare online. Works on desktop și mobile (when the PWA is installed).

PianoPlanner supports dedicated workshop Oră slots pentru work in your own workshop. Set your workshop Disponibilitate ore și they will automatically be blocked in the online Rezervare Calendar.

Setting up workshop ore

Go to Setări → Workshop to Configurează your workshop Disponibilitate. You can set different ore pentru each Zi of the Săptămână, just like your regular working ore.

Funcții

• Set workshop Disponibilitate per Zi of the Săptămână
• Workshop ore are automatically blocked pentru online bookings
• Inteligent Pick respects workshop ore — no overlapping suggestions
• Workshop Programări visible in your Agendă cu a dedicated icon
• Workshop statistics in your Panou de control Rapoarte

Inteligent Pick Integrare

When you use Inteligent Pick to suggest Programare times, it automatically avoids your workshop ore. This ensures Clienți are never offered a Oră slot that conflicts cu your workshop Program.

Not every Programare needs a Client record. PianoPlanner lets you quickly Creează walk-in Programări și internal workshop tasks directly de la your Panou de control.

Walk-in Programări

When a Client walks in unexpectedly, use the quick walk-in button on your Panou de control action sheet. Enter a Nume și Serviciu — no need to Creează a full Client record first.

Tasks fără Client

Need to block Oră pentru internal work? Creează a task fără linking it to a Client. Perfect pentru workshop maintenance, administrative work, or personal Oră blocks.

How to Creează

• de la the Panou de control: tap the + button și choose 'Walk-in' or 'Task'
• Walk-in: enter a Nume, choose a Serviciu, și pick a Oră
• Task: Adaugă a Descriere și Oră — no Client needed
• Both types appear in your Agendă și respect your Disponibilitate

The Workshop Proiect Planner helps you Gestionează larger workshop jobs — Pian rebuilds, restorations, or any multi-step Proiect. Track tasks, ore, deadlines, și link Proiecte to Clienți și Piane.

Creating a Proiect

Navigate to Proiecte in the main menu și click 'New Proiect'. Give it a Titlu, optionally link a Client și Pian, set a Prioritate și deadline, și estimate the Total ore.

Managing tasks

Each Proiect can have multiple tasks. Adaugă tasks quickly cu the inline input field at the bottom of the task list, or click a task to Editează details like estimated/actual ore și due dates.

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

Capacity overview

The capacity bar on the Proiecte overview shows how many workshop ore you have used vs. Disponibil this Săptămână. This is based on your workshop ore configured in Setări → Workshop.

Funcții

• Link Proiecte to Clienți și Piane
• Prioritate levels: Low, Normal, High, Urgent
• Stare tracking: Planning → Activ → Paused → Finalizat
• Visual progress bar based on Finalizat tasks
• Weekly capacity tracking based on your workshop ore
• Filtrează și Caută across Toate your Proiecte

Quotes & Pricing

Turn your Proiect task list into a professional quote. Each task can include pricing Informație that's automatically calculated și ready to Partajează cu your Client.

Excel-style Editing

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

Exportă Quote

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

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

Factură Numbering

There are two ways to Creează an Factură: de la the Agendă or manually.

de la the Agendă (Recomandat)

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

• Client Nume și details
• Serviciu Descriere cu instrument (e.g. "Acordare — Steinway & Sons D")
• Programare Dată in the Descriere
• Serviciu Preț de la your Servicii configuration
• Client Note (as a separate text line)

Manual Factură

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 Facturi

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.

cu PianoPlanner on your homescreen you can Creează și Trimite Facturi directly de la your Telefon — even while you're still at the Client's Locație.

de la a Client Profil

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

• Selectează a Serviciu — the Preț is automatically filled in
• Adaugă a Descriere or Note
• Choose the Factură Stare (Ciornă, Trimis, Plătit)
• Trimite cu payment link — the Client can pay via iDEAL / Wero immediately

Typical Mobile Workflow

PianoPlanner handles TVA differently depending on the Client Tip. This is determined automatically based on the Client Tip set in the Client Profil.

Private Clienți

Afacere / Institutions

Setting the Client Tip

To ensure correct TVA handling, set the Client Tip in each Client Profil:

• Private — Preț inclusive TVA
• Afacere — Preț exclusive TVA
• School — Preț exclusive TVA
• Church — Preț exclusive TVA
• Theater — Preț exclusive TVA

Acceptă iDEAL, credit card, și Wero payments directly on your Facturi via Mollie. Clienți click the payment link in the Factură E-mail și pay instantly.

Setting up Mollie

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

Disponibil Integrări

Currently three Integrări are fully operational. More are being developed to Suport tehnicieni de pian across the Netherlands, Belgium, și Germany.

Moneybird (Netherlands/Belgium)

Moneybird is a popular Dutch online Contabilitate package. PianoPlanner connects via the Moneybird API pentru Automat Factură synchronization.

Jortt (Netherlands)

Jortt is a popular Dutch Contabilitate package designed pentru freelancers și small businesses. PianoPlanner connects via OAuth2 pentru secure, Automat Factură syncing.

Odoo (International)

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

Sincronizează Log

Every Sincronizează action is logged. You can Vizualizează the Sincronizează history in the Integrare Setări to see which Facturi have been Trimis cu succes și which ones encountered errors. This helps you quickly spot și resolve any issues.

Coming Soon

We are actively working on Integrări cu more Contabilitate packages used by tehnicieni de pian across Europe:

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

PianoPlanner offers flexible Abonament plans to fit your needs. Gestionează your Abonament, Actualizare, downgrade, or Actualizează your payment details at any Oră.

Disponibil Plans

Plan	Preț	Key Funcții
Starter	Gratuit	De bază scheduling, up to 25 Clienți
Solo	€24.50/mo	Unlimited Clienți, Calendar Sincronizează, Traseu optimization, invoicing
Pro	€39.50/mo	Everything in Solo + Automat reminders, Contabilitate Integrări, Prioritate Suport
Afacere	€49/mo	Everything in Pro + Echipă management, shared Client database

Gestionează Abonament

Working cu multiple technicians? The Echipe Funcție lets you Gestionează a shared Client database, coordinated scheduling, și Echipă Rezervare pages.

Getting started cu Echipe