User Guide

Your business details appear in E-pošta confirmations in on your Rezervacija page. Fill these in correctly so Stranke know exactly who you are.

How to set up your business details?

Your working ur determine when Stranke can Rezerviraj Termini. The system only shows Čas slots within these ur.

Days in times

Izberi the days you work in set the start in end Čas za each Dan.

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

Setting buffers

Buffers Pomoč you keep Čas between Termini in prevent Stranke od Rezervacija too last-minuta.

Buffer type	What does this do?	Recommended
Buffer before Termin	Minimum Čas between Rezervacija in the Termin	2 days recommended za planning
Buffer after Termin	Extra Čas after an Termin za Opombe or unexpected delays	15 minut recommended
Minimum Rezervacija Čas	How far in advance must Stranke Rezerviraj?	2 days gives you Čas to plan

Your Storitev area determines how far you're willing to drive za Termini. This helps the system make smart suggestions in prevents bookings that are too far away.

How to set your Storitev area?

Storitve define what you offer to Stranke — such as Uglasitev, regulation, or repair. Each Storitev has its own duration, Cena, in Koledar color. Stranke see these when Rezervacija online.

Setting up Storitve

Koledar colors

Storitev colors Pomoč you visually distinguish between Termin types in your Koledar. Choose od preset colors like blue, green, red, purple, etc. The color is also used when syncing z Google Koledar.

The Nadzorna plošča is your central workspace. Here you find your Koledar, daily overview, quick actions in useful widgets — everything you need za a productive workday.

Nadzorna plošča layout

Your Nadzorna plošča is divided into three columns: a left panel z quick overviews, the Koledar in the center, in a right panel z statistics in widgets.

Left panel

• Mini Koledar — quickly navigate between dates
• Traffic lights — see the Dan Stanje at a glance (done, in progress, to do)
• Current Termin — shows the Termin you're working on right now
• Coming up Danes — quick list of remaining Termini
• To process — Termini that still need follow-up

Koledar

Switch between Dan, Teden in Mesec views. Click on a Čas slot to Ustvari a new Termin. Drag Termini to move them. Double-click to Uredi.

• Drag & drop — move Termini to a different Čas or Dan
• Resize — drag the bottom edge of an Termin to change the duration
• Pot button — calculate travel times in color-code your Termini
• Filters — show/hide Termin types (field, workshop, private)

Right panel

• Danes's Termini list z Stranka details
• Upcoming Termini za the Naprej days
• Workshop / field Storitev statistics za the Dan
• Mileage widget — current Mesec km overview in quick-Dodaj trips (Pro)

Creating an Termin

PianoPlanner shows you how efficient your Urnik is z a color system. This way you can see at a glance whether your Dan is well planned.

Color legend

How is Čas potovanja calculated?

Keep Vse your Stranka data in one place. Dodaj Stranke, link their Klavirji, track Storitev history in Pošlji professional emails — Vse od a single overview.

Adding a Stranka

Stranka detail page

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

• Vse linked Klavirji z Storitev Stanje
• Complete Termin history
• Personal Rezervacija link to Deli z the Stranka
• Pošlji Uglasitev invitations directly
• Kontakt information in Opombe

Iskanje & Filtriraj

Use the Iskanje bar to quickly find Stranke by Ime, E-pošta, Mesto or Telefon number. The list updates as you type.

Track every Klavir you Storitev. Record brand, model, serial number, Leto in condition. Link Klavirji to Stranke in keep a complete Storitev history.

Adding a Klavir

Klavir detail page

• Full Klavir specifications in condition Opombe
• Storitev history — Vse past Termini in tunings
• Storitev Stanje indicator: on Čas, coming due, or overdue
• Photos — Naloži images of the Klavir za reference

Uglasitev intervals explained

Interval	Meaning
0	Stranka initiates Kontakt — no automatic reminders
3	Every 3 months — za concert Klavirji or intensive use
6	Every 6 months — standard za most Klavirji
12	Yearly — za Klavirji z light use

Sinhroniziraj PianoPlanner z your Google Koledar za two-way Sinhroniziraj. Termini appear in both calendars in updates are automatically synchronized.

Creating connection

Sinhroniziraj options

Option	Opis
Two-way Sinhroniziraj	Changes in both calendars are synchronized
To Google only	Termini are only Poslano od PianoPlanner to Google
Include Čas potovanja	Automatically Dodaj Čas potovanja to Koledar events

Do you use Outlook or Microsoft 365? Poveži your Koledar za seamless synchronization z PianoPlanner.

What do you need?

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

Connecting

What gets synced?

• New Termini in PianoPlanner
• Changes to Čas in Datum
• Cancellations

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

Creating an app-specific Geslo

Connecting in PianoPlanner

Want to switch od Google Koledar to Apple Koledar (or vice versa)? You can do this brez losing any Termini. This is also relevant if you want to move away od US cloud Storitve in 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 Lokacija	US (Google Cloud)	Europe (Apple iCloud)
Sinhroniziraj method	Google API (OAuth)	CalDAV (App-wachtwoord)
Direction	Two-way	Two-way
Zasebnost (GDPR)	⚠️	✅

Not Vse Koledar synchronization is the same. Here you can see the differences between the methods.

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

Your Uglasitev Termini in your own trusted Koledar

Would you like your Uglasitev Termini to automatically appear in the Koledar you že use on your Telefon or computer (such as Samsung, Google, or Outlook)? That's easy — just Poveži the calendars.

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-pošta communication

SMTP Configuration

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

Common Nastavitve

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 Stranke za Termini. You can fully customize these emails z your own text, branding, in logo. There are two editing modes: a simple mode za plain text in an advanced mode za HTML formatting.

Available Predloge

• 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 Predloga Editor — Two Modes

Editing Predloga

Available variables

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

Variable	Replaced by
{{customerName}}	Stranka's Ime, e.g. "John Smith"
{{date}}	Termin Datum
{{time}}	Termin start Čas
{{service}}	Storitev type (e.g., "Uglasitev")
{{piano_brand}}	Klavir brand (e.g., "Steinway")
{{piano_model}}	Klavir model
{{bookingLink}}	Stranka's personal Rezervacija link
{{companyName}}	Your Podjetje Ime
{{companyPhone}}	Your Telefon number
{{companyEmail}}	Your E-pošta Naslov
{{reminderNumber}}	Sequential Opomnik number (1, 2, 3...) — only za automatic reminders
{{unsubscribeLink}}	Unsubscribe link za the Stranka — only za automatic reminders

Automatically remind your Stranke when their Klavir is due za Uglasitev. This is a powerful way to generate recurring Termini.

How to Pošlji invitations?

Uglasitev interval options

Option	Opis
Stranka initiates Kontakt	No automatic reminders
3 months	Concert grands, intensive use
6 months	Standard za most Klavirji
12 months	Recreational use, hobby

Available variables za invitations

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

PianoPlanner can automatically Pošlji Uglasitev reminders to Stranke when their Klavir is due za a Uglasitev. You don't have to do anything — the system checks za each Klavir when the last Uglasitev was, adds the Storitev interval, in sends a Opomnik at the right Čas.

How does it work?

Setup — Step by Step

Setting	Default	Explanation
Eerste herinnering	30 dagen	How many days before the Uglasitev is due the first E-pošta is Poslano. za example: 30 days = O nas 1 Mesec in advance.
Follow-up interval	14 dagen	How many days between the first in second Opomnik. After that it becomes monthly.
Maximum per cyclus	4 herinneringen	Maximum number of emails per Klavir per Uglasitev cycle. After reaching this number, the system stops.
Verzendtijdstip	09:00 uur	Around what Čas emails are Poslano. Choose a Čas when your Stranke are likely online.

Customize E-pošta Predloga

Automatic reminders use the same Predloga as manual Uglasitev invitations. You can customize this Predloga via:

Variabele	Uitleg
{{reminderNumber}}	The sequential number of the Opomnik (1, 2, 3...). Useful to mention in the text.
{{unsubscribeLink}}	A link that allows the Stranka to unsubscribe od reminders. Automatically placed at the bottom of the E-pošta.

Stranka Unsubscribe

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

In the statistics in Nastavitve you can see how many Stranke have unsubscribed. Want to re-subscribe a Stranka? Kontakt the helpdesk.

Nadzorna plošča Widget

Once you Omogoči automatic reminders, a widget appears on your Nadzorna plošča z three numbers: Skupaj reminders Poslano, this Mesec's count, in unsubscribed Stranke.

Requirements

Every PianoPlanner user has a unique Rezervacija link. Deli this z potential Stranke so they can Rezerviraj an Termin themselves.

Step by step

Where can you use the link?

Deli everywhere

• Your website - 'Rezerviraj now' button
• E-pošta signature
• Business cards (as QR code)
• Social media bio
• Google My Business
• WhatsApp Stanje

Dodaj to your website

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

As simple link

As button

Regular Stranke don't have to fill in their details every Čas. Every Stranka in PianoPlanner has a unique link z pre-filled details.

Step by step: Finding in sharing the link

What does the Stranka see?

When the Stranka opens the link:

• Their Ime in Naslov že filled in
• Their Klavir(s) to choose od
• Smart Čas suggestions based on their Lokacija
• Only relevant Storitve
• Can Rezerviraj directly brez an account

Set default Storitev

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

Stranke can reschedule their own Termin through a secure link in the confirmation E-pošta. No Telefon call or E-pošta needed — they choose a new Čas od smart suggestions in Potrdi z one click.

How does it work?

Rules

• Rescheduling is only possible up to 24 ur before the Termin
• Past Termini cannot be rescheduled
• The link is unique per Termin in works only once
• Koledar Sinhroniziraj (Google/Apple/Microsoft) is automatically triggered

When Stranke Rezerviraj via their personal link, they automatically see smart Čas suggestions. The system analyzes your existing Termini in suggests the most efficient Čas slots.

How does it work?

Instead of manually choosing a Datum in Čas, the Stranka sees a list of recommended times. These are calculated based on:

• Existing Termini - Slots just before or after other Termini nearby
• Lokacija - Minimal Čas potovanja between Termini
• Working ur - Only within your available times
• Theater ur - Separate ur za theaters if configured

What does the Stranka see?

After selecting a Storitev, up to 10 optimal Čas slots appear, sorted z the best choice first:

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

The Stranka can also choose "Pick another Čas" to manually Izberi a Datum in Čas.

Distant Stranke

za Stranke outside your normal Storitev area, the system automatically searches further ahead (up to 6 months) to find the best options. Instead of blocking distant Stranke, 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 Nastavitve, smart suggestions take rush ura in typical traffic patterns into account.

Got a gap in your Urnik in a specific area? Pot Fill helps you find nearby Stranke who are due za a Uglasitev in lets you Pošlji them an invitation in one click.

How does it work?

Urgency badges

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

• 🔴 Overdue — Past the Storitev interval
• 🟠 Due — Within one Mesec of the interval
• 🟡 Soon — Within three months of the interval
• 🟢 On Urnik — Not yet due

Pot Analysis helps you see how efficient your daily Urnik is. View distances between Termini, get an efficiency score, in receive suggestions to optimize your Pot.

How to Access

Dan Analysis

The Dan view shows you:

• 📊 Efficiency Score (A-F grade) - How well your Pot is optimized
• 🚗 Skupaj Razdalja - Sum of Vse trips between Termini
• ⏱️ Čas potovanja - Estimated driving Čas za Vse trips
• 📍 Trip List - Each journey z start, destination, km in minut

Teden Analysis

The Teden view gives you a broader perspective:

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

Understanding Efficiency Scores

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

1-Click Optimization

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

• Check za conflicts z existing Termini
• Show a confirmation z the proposed change
• Move the Termin if you Potrdi

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

Have gaps between your Termini that waste Čas? The Streamline button automatically tightens your Urnik by recalculating Termin times based on real travel times.

How does it work?

What does Streamline calculate?

• Real Čas potovanja od your Podjetje Naslov to the first Termin
• Real Čas potovanja between each consecutive Termin
• Your configured buffer Čas is added after each Čas potovanja
• The first Termin starts at your working ur start + Čas potovanja

Understanding the preview

The preview shows each Termin z its current Čas in the proposed new Čas. Termini that would move are highlighted, in you can see the Skupaj Čas saved at the top of the preview.

PianoPlanner can factor in real traffic conditions when calculating travel times. Instead of just using the standard driving Čas, the system looks at expected traffic za the specific Dan in Čas of each Termin.

How does it work?

When traffic prediction is enabled, every Čas potovanja calculation considers the expected departure Čas. A Ponedeljek morning rush ura trip will show a longer Čas potovanja than the same trip on a quiet Nedelja afternoon.

Where is it used?

• Smart Suggestions - Rezervacija suggestions account za rush ura traffic
• Pot Colors - Koledar colors reflect realistic travel times
• Pot Analysis - Analysis uses traffic-aware durations
• Streamline - Optimized schedules account za traffic patterns

How to Omogoči

Theaters, concert halls, in other venues often have different availability than private Stranke. They're mainly available evenings in weekends - exactly when you're normally off! z Theater Availability you can set separate working ur za these special Stranke.

Benefits of Theater Mode

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

Step-by-Step: Setting Up Theater ur

Marking a Stranka as "Theater"

Now tell PianoPlanner which Stranke should use theater ur:

Theater Rezervacija Window

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

The Pot Optimizer uses Google Maps to calculate the most efficient order za your Termini. It can automatically reorder your Dan to minimize Skupaj Čas potovanja.

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

PianoPlanner automatically tracks the Storitev history of every Klavir. This helps you remember when Klavirji need Uglasitev - no more forgetting Stranke or guessing when you last visited!

How It Works (Automatically!)

PianoPlanner automatically updates "Last Uglasitev" based on:

• ✅ Zaključeno Termini - When you finish a Uglasitev, the Klavir record updates
• ✅ Storitev records - Opombe you Dodaj to the Klavir's history
• ✅ Manual Datum entry - If you enter a past Uglasitev Datum yourself

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

Understanding the Stanje Colors

Each Klavir shows a Stanje 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	⚠️ Storitev coming up - Čas to Kontakt Stranka!
● 30 days overdue	🔴 Past due Datum - definitely Čas to call!
● Not yet tuned	ℹ️ New Klavir - no history recorded yet

Setting the Right Uglasitev Interval

Different Klavirji need different care. A concert grand in a theater needs Uglasitev every few months, while a hobby Klavir at Domov might only need yearly Storitev. You set the interval per Klavir!

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

Manually Recording a Past Uglasitev

Did you tune a Klavir before using PianoPlanner? You can enter the Datum manually:

You can customize how the Koledar displays Čas slots. Choose between 1-ura slots or 1.5-ura slots depending on your typical Termin length.

Changing Slot Duration

Your preference is saved automatically in will be remembered Naprej Čas you visit.

Switching od another Klavir Storitev management system? PianoPlanner makes it easy to Uvozi your existing Stranke in Klavirji.

What can you Uvozi?

• Stranke - Names, addresses, Telefon numbers, E-pošta addresses
• Klavirji - Brand, model, serial number, Leto, type, Lokacija
• Storitev history - Last Uglasitev dates are preserved

How to Uvozi

Uvozi options

Option	What does it do?
Aktiven only	Only Uvozi Stranke/Klavirji marked as Aktiven
Skip duplicates	Skip Stranke that že exist (based on E-pošta)
Include Podjetje Ime	Dodaj Podjetje Ime to Stranka Ime

Other Uvozi Formats

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

• Gazelle Uvozi — Switching od Gazelle (Klavir management software)? Use the dedicated Gazelle Uvozi Wizard under Nastavitve → Uvozi → Gazelle. It automatically recognizes the Gazelle Izvozi format.
• vCard (.vcf) Uvozi — Uvozi contacts directly od your Telefon or E-pošta client. Izvozi your contacts as a .vcf file in Naloži it to PianoPlanner.
• Koledar (.ics) Uvozi — Uvozi Termini od your existing Koledar (Google, Apple, Outlook). Izvozi as an .ics file in Naloži it to transfer your existing Termini.

Need to track personal trips separately od business Termini? Mark Termini as private to keep them separate in your mileage records in Sinhroniziraj them to external calendars brez revealing details.

How to Ustvari a private Termin

Visual distinction

Private Termini appear in purple z a 🔒 icon in your Koledar, making them easy to distinguish od business Termini.

Koledar Sinhroniziraj

When synced to Google, Apple, or Microsoft calendars, private Termini appear as "Busy" brez showing any details, Lokacija, or Opis. Your Zasebnost is protected!

Keep a Davek-proof mileage administration. PianoPlanner automatically tracks kilometers od Termini, in you can Dodaj manual trips, Registracija odometer readings in Izvozi everything za your Davek 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 Nastavitve → Business → Mileage Tracking in fill in your license plate in vehicle Ime. This appears on your mileage Poročila in PDF exports.

Odometer readings

Registracija your odometer readings periodically (e.g. at the start in end of the Leto). This serves as proof za the Davek authorities in helps verify your trip records.

Automatic tracking

Every Termin z a Stranka Naslov automatically generates a trip record. The system calculates the Razdalja od your business Naslov to the Stranka Lokacija.

Smart round-trip calculation

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

• Other Termini during the Dan → One-way only (you continue to the Naprej Lokacija)
• Last Termin of the Dan → Return trip (real km Domov via Google Maps)

Manual trips

za trips not linked to an Termin (e.g. picking up parts, visiting a supplier), Dodaj manual trips via the Nadzorna plošča mileage widget or via Nastavitve.

Izvozi & Poročila

• 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 Poročilo gives you a detailed overview of Vse your trips over any period. Filtriraj by Datum range, see totals in Izvozi a complete expense Poročilo.

How to use

Poročilo columns

Column	Opis
Datum	Datum of the Termin
Stranka	Stranka Ime z link to detail page
Lokacija	Naslov of the Termin
Pot	Open in Google Maps za navigation
Razdalja	One-way Razdalja in km
Čas potovanja	Estimated driving Čas

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

Install on iPhone / iPad

Install on Android

What you get on mobile

• Full Koledar view optimized za touch
• Quickly look up Stranke in Klavirji
• Ustvari in Uredi Termini on the go
• Ustvari in Pošlji Računi od your Telefon
• Push notifications za new bookings

Receive instant push notifications when a Stranka books an Termin online. Works on desktop in mobile (when the PWA is installed).

PianoPlanner supports dedicated workshop Čas slots za work in your own workshop. Set your workshop availability ur in they will automatically be blocked in the online Rezervacija Koledar.

Setting up workshop ur

Go to Nastavitve → Workshop to configure your workshop availability. You can set different ur za each Dan of the Teden, just like your regular working ur.

Features

• Set workshop availability per Dan of the Teden
• Workshop ur are automatically blocked za online bookings
• Smart Pick respects workshop ur — no overlapping suggestions
• Workshop Termini visible in your Dnevni red z a dedicated icon
• Workshop statistics in your Nadzorna plošča Poročila

Smart Pick integration

When you use Smart Pick to suggest Termin times, it automatically avoids your workshop ur. This ensures Stranke are never offered a Čas slot that conflicts z your workshop Urnik.

Not every Termin needs a Stranka record. PianoPlanner lets you quickly Ustvari walk-in Termini in internal workshop tasks directly od your Nadzorna plošča.

Walk-in Termini

When a Stranka walks in unexpectedly, use the quick walk-in button on your Nadzorna plošča action sheet. Enter a Ime in Storitev — no need to Ustvari a full Stranka record first.

Tasks brez Stranka

Need to block Čas za internal work? Ustvari a task brez linking it to a Stranka. Perfect za workshop maintenance, administrative work, or personal Čas blocks.

How to Ustvari

• od the Nadzorna plošča: tap the + button in choose 'Walk-in' or 'Task'
• Walk-in: enter a Ime, choose a Storitev, in pick a Čas
• Task: Dodaj a Opis in Čas — no Stranka needed
• Both types appear in your Dnevni red in respect your availability

The Workshop Projekt Planner helps you manage larger workshop jobs — Klavir rebuilds, restorations, or any multi-step Projekt. Track tasks, ur, deadlines, in link Projekti to Stranke in Klavirji.

Creating a Projekt

Navigate to Projekti in the main menu in click 'New Projekt'. Give it a Naslov, optionally link a Stranka in Klavir, set a priority in deadline, in estimate the Skupaj ur.

Managing tasks

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

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

Capacity overview

The capacity bar on the Projekti overview shows how many workshop ur you have used vs. available this Teden. This is based on your workshop ur configured in Nastavitve → Workshop.

Features

• Link Projekti to Stranke in Klavirji
• Priority levels: Low, Normal, High, Urgent
• Stanje tracking: Planning → Aktiven → Paused → Zaključeno
• Visual progress bar based on Zaključeno tasks
• Weekly capacity tracking based on your workshop ur
• Filtriraj in Iskanje across Vse your Projekti

Quotes & Pricing

Turn your Projekt task list into a professional quote. Each task can include pricing information that's automatically calculated in ready to Deli z your Stranka.

Excel-style Editing

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

Izvozi Quote

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

Račun Numbering

There are two ways to Ustvari an Račun: od the Dnevni red or manually.

od the Dnevni red (recommended)

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

• Stranka Ime in details
• Storitev Opis z instrument (e.g. "Uglasitev — Steinway & Sons D")
• Termin Datum in the Opis
• Storitev Cena od your Storitve configuration
• Stranka Opombe (as a separate text line)

Manual Račun

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 Računi

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.

z PianoPlanner on your homescreen you can Ustvari in Pošlji Računi directly od your Telefon — even while you're still at the Stranka's Lokacija.

od a Stranka Profil

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

• Izberi a Storitev — the Cena is automatically filled in
• Dodaj a Opis or Opombe
• Choose the Račun Stanje (Osnutek, Poslano, Plačano)
• Pošlji z payment link — the Stranka can pay via iDEAL / Wero immediately

Typical Mobile Workflow

PianoPlanner handles DDV differently depending on the Stranka type. This is determined automatically based on the Stranka type set in the Stranka Profil.

Private Stranke

Business / Institutions

Setting the Stranka Type

To ensure correct DDV handling, set the Stranka type in each Stranka Profil:

• Private — Cena inclusive DDV
• Business — Cena exclusive DDV
• School — Cena exclusive DDV
• Church — Cena exclusive DDV
• Theater — Cena exclusive DDV

Accept iDEAL, credit card, in Wero payments directly on your Računi via Mollie. Stranke click the payment link in the Račun E-pošta in pay instantly.

Setting up Mollie

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

Available Integrations

Currently three integrations are fully operational. More are being developed to Podpora klavirski tehniki across the Netherlands, Belgium, in Germany.

Moneybird (Netherlands/Belgium)

Moneybird is a popular Dutch online Računovodstvo package. PianoPlanner connects via the Moneybird API za automatic Račun synchronization.

Jortt (Netherlands)

Jortt is a popular Dutch Računovodstvo package designed za freelancers in small businesses. PianoPlanner connects via OAuth2 za secure, automatic Račun syncing.

Odoo (International)

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

Sinhroniziraj Log

Every Sinhroniziraj action is logged. You can view the Sinhroniziraj history in the integration Nastavitve to see which Računi have been Poslano uspešno in which ones encountered errors. This helps you quickly spot in resolve any issues.

Coming Soon

We are actively working on integrations z more Računovodstvo packages used by klavirski tehniki across Europe:

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

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

Available Plans

Plan	Cena	Key Features
Starter	Brezplačno	Basic scheduling, up to 25 Stranke
Solo	€24.50/mo	Unlimited Stranke, Koledar Sinhroniziraj, Pot optimization, invoicing
Pro	€39.50/mo	Everything in Solo + automatic reminders, Računovodstvo integrations, priority Podpora
Business	€49/mo	Everything in Pro + Ekipa management, shared Stranka database

Manage Subscription

Working z multiple technicians? The Ekipe feature lets you manage a shared Stranka database, coordinated scheduling, in Ekipa Rezervacija pages.

Getting started z Ekipe