User Guide

Your Verksamhet details appear in E-post confirmations och on your Bokning page. Fill these in correctly so Kunder know exactly who you are.

How to set up your Verksamhet details?

Your working timmar determine when Kunder can Boka Bokade tider. The system only shows Tid slots within these timmar.

Days och times

Välj the days you work och set the Starta och end Tid för each Dag.

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

Setting buffers

Buffers Hjälp you keep Tid between Bokade tider och prevent Kunder från Bokning too last-minut.

Buffer Typ	What does this do?	Rekommenderad
Buffer before Bokad tid	Minimum Tid between Bokning och the Bokad tid	2 days Rekommenderad för planning
Buffer after Bokad tid	Extra Tid after an Bokad tid för Anteckningar or unexpected delays	15 minuter Rekommenderad
Minimum Bokning Tid	How far in advance must Kunder Boka?	2 days gives you Tid to Plan

Your Tjänst area determines how far you're willing to drive för Bokade tider. This helps the system make Smart suggestions och prevents bookings that are too far away.

How to set your Tjänst area?

Tjänster define what you offer to Kunder — such as Stämning, regulation, or repair. Each Tjänst has its own Längd, Pris, och Kalender Färg. Kunder see these when Bokning online.

Setting up Tjänster

Kalender colors

Tjänst colors Hjälp you visually distinguish between Bokad tid types in your Kalender. Choose från preset colors like blue, green, red, purple, etc. The Färg is also used when syncing med Google Kalender.

The Instrumentpanel is your central workspace. Here you find your Kalender, daily overview, quick actions och useful widgets — everything you need för a productive workday.

Instrumentpanel layout

Your Instrumentpanel is divided into three columns: a left panel med quick overviews, the Kalender in the center, och a right panel med statistics och widgets.

Left panel

• Mini Kalender — quickly navigate between dates
• Traffic lights — see the Dag Status at a glance (done, in progress, to do)
• Current Bokad tid — shows the Bokad tid you're working on right now
• Coming up Idag — quick list of remaining Bokade tider
• To process — Bokade tider that still need follow-up

Kalender

Switch between Dag, Vecka och Månad views. Click on a Tid slot to Skapa a new Bokad tid. Drag Bokade tider to move them. Double-click to Redigera.

• Drag & drop — move Bokade tider to a different Tid or Dag
• Resize — drag the bottom edge of an Bokad tid to change the Längd
• Rutt button — calculate travel times och Färg-code your Bokade tider
• Filters — Visa/Dölj Bokad tid types (field, workshop, private)

Right panel

• Idag's Bokade tider list med Kund details
• Upcoming Bokade tider för the Nästa days
• Workshop / field Tjänst statistics för the Dag
• Mileage widget — current Månad km overview och quick-Lägg till trips (Pro)

Creating an Bokad tid

PianoPlanner shows you how efficient your Schema is med a Färg system. This way you can see at a glance whether your Dag is well planned.

Färg legend

How is Restid calculated?

Keep Alla your Kund data in one place. Lägg till Kunder, link their Pianon, track Tjänst history och Skicka professional emails — Alla från a single overview.

Adding a Kund

Kund detail page

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

• Alla linked Pianon med Tjänst Status
• Slutför Bokad tid history
• Personal Bokning link to Dela med the Kund
• Skicka Stämning invitations directly
• Kontakt Information och Anteckningar

Sök & Filtrera

Use the Sök bar to quickly find Kunder by Namn, E-post, Stad or Telefon number. The list updates as you Typ.

Track every Piano you Tjänst. Record Märke, Modell, Serienummer, År och Skick. Link Pianon to Kunder och keep a Slutför Tjänst history.

Adding a Piano

Piano detail page

• Full Piano specifications och Skick Anteckningar
• Tjänst history — Alla past Bokade tider och tunings
• Tjänst Status indicator: on Tid, coming due, or overdue
• Foton — Ladda upp images of the Piano för reference

Stämning intervals explained

Intervall	Meaning
0	Kund initiates Kontakt — no Automatisk reminders
3	Every 3 months — för concert Pianon or intensive use
6	Every 6 months — standard för most Pianon
12	Yearly — för Pianon med light use

Synkronisera PianoPlanner med your Google Kalender för two-way Synkronisera. Bokade tider appear in both calendars och updates are automatically synchronized.

Creating connection

Synkronisera options

Option	Beskrivning
Two-way Synkronisera	Changes in both calendars are synchronized
To Google only	Bokade tider are only Skickad från PianoPlanner to Google
Include Restid	Automatically Lägg till Restid to Kalender events

Do you use Outlook or Microsoft 365? Anslut your Kalender för seamless synchronization med PianoPlanner.

What do you need?

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

Connecting

What gets synced?

• New Bokade tider in PianoPlanner
• Changes to Tid och Datum
• Cancellations

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

Creating an app-specific Lösenord

Connecting in PianoPlanner

Want to switch från Google Kalender to Apple Kalender (or vice versa)? You can do this utan losing any Bokade tider. This is also relevant if you want to move away från US cloud Tjänster och 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 Plats	US (Google Cloud)	Europe (Apple iCloud)
Synkronisera method	Google API (OAuth)	CalDAV (App-wachtwoord)
Direction	Two-way	Two-way
Integritet (GDPR)	⚠️	✅

Not Alla Kalender synchronization is the same. Here you can see the differences between the methods.

Method	Direction	Realtime	Best för
Google Calendar API	Two-way	Ja	Anyone med a Google account - most Slutför Integration
Microsoft 365 / Outlook	Two-way	Ja	Microsoft 365 or Outlook users
Apple CalDAV	Two-way	Ja	Anyone using iCloud Kalender as primary Kalender
iCal Feed	Read only	Every 15-60 min	Simple read-only Synkronisera med any Kalender app

Your Stämning Bokade tider in your own trusted Kalender

Would you like your Stämning Bokade tider to automatically appear in the Kalender you redan use on your Telefon or computer (such as Samsung, Google, or Outlook)? That's easy — just Anslut the calendars.

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

Why use your own SMTP?

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

SMTP Configuration

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

Common Inställningar

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 Kunder för Bokade tider. You can fully customize these emails med your own text, branding, och logo. There are two editing modes: a simple mode för plain text och an advanced mode för HTML formatting.

Tillgänglig Mallar

• 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 Mall Editor — Two Modes

Editing Mall

Tillgänglig variables

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

Variable	Replaced by
{{customerName}}	Kund's Namn, e.g. "John Smith"
{{date}}	Bokad tid Datum
{{time}}	Bokad tid Starta Tid
{{service}}	Tjänst Typ (e.g., "Stämning")
{{piano_brand}}	Piano Märke (e.g., "Steinway")
{{piano_model}}	Piano Modell
{{bookingLink}}	Kund's personal Bokning link
{{companyName}}	Your Företag Namn
{{companyPhone}}	Your Telefon number
{{companyEmail}}	Your E-post Adress
{{reminderNumber}}	Sequential Påminnelse number (1, 2, 3...) — only för Automatisk reminders
{{unsubscribeLink}}	Unsubscribe link för the Kund — only för Automatisk reminders

Automatically remind your Kunder when their Piano is due för Stämning. This is a powerful way to generate recurring Bokade tider.

How to Skicka invitations?

Stämning Intervall options

Option	Beskrivning
Kund initiates Kontakt	No Automatisk reminders
3 months	Concert grands, intensive use
6 months	Standard för most Pianon
12 months	Recreational use, hobby

Tillgänglig variables för invitations

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

PianoPlanner can automatically Skicka Stämning reminders to Kunder when their Piano is due för a Stämning. You don't have to do anything — the system checks för each Piano when the last Stämning was, adds the Tjänst Intervall, och sends a Påminnelse at the right Tid.

How does it work?

Setup — Step by Step

Setting	Default	Explanation
Eerste herinnering	30 dagen	How many days before the Stämning is due the first E-post is Skickad. för example: 30 days = Om 1 Månad in advance.
Follow-up interval	14 dagen	How many days between the first och second Påminnelse. After that it becomes monthly.
Maximum per cyclus	4 herinneringen	Maximum number of emails per Piano per Stämning cycle. After reaching this number, the system stops.
Verzendtijdstip	09:00 uur	Around what Tid emails are Skickad. Choose a Tid when your Kunder are likely online.

Customize E-post Mall

Automatisk reminders use the same Mall as Manuell Stämning invitations. You can customize this Mall via:

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

Kund Unsubscribe

At the bottom of every Automatisk Påminnelse is an unsubscribe link. When a Kund clicks it, a clean page confirms they've been unsubscribed.

In the statistics in Inställningar you can see how many Kunder have unsubscribed. Want to re-subscribe a Kund? Kontakt the helpdesk.

Instrumentpanel Widget

Once you Aktivera Automatisk reminders, a widget appears on your Instrumentpanel med three numbers: Totalt reminders Skickad, this Månad's count, och unsubscribed Kunder.

Requirements

Every PianoPlanner user has a unique Bokning link. Dela this med potential Kunder so they can Boka an Bokad tid themselves.

Step by step

Where can you use the link?

Dela everywhere

• Your website - 'Boka now' button
• E-post signature
• Verksamhet cards (as QR code)
• Social media bio
• Google My Verksamhet
• WhatsApp Status

Lägg till to your website

Kopiera this code och paste it on your website where you want the Bokning button to appear.

As simple link

As button

Regular Kunder don't have to fill in their details every Tid. Every Kund in PianoPlanner has a unique link med pre-filled details.

Step by step: Finding och sharing the link

What does the Kund see?

When the Kund opens the link:

• Their Namn och Adress redan filled in
• Their Piano(s) to choose från
• Smart Tid suggestions based on their Plats
• Only relevant Tjänster
• Can Boka directly utan an account

Set default Tjänst

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

Kunder can reschedule their own Bokad tid through a secure link in the confirmation E-post. No Telefon call or E-post needed — they choose a new Tid från Smart suggestions och Bekräfta med one click.

How does it work?

Rules

• Rescheduling is only possible up to 24 timmar before the Bokad tid
• Past Bokade tider cannot be rescheduled
• The link is unique per Bokad tid och works only once
• Kalender Synkronisera (Google/Apple/Microsoft) is automatically triggered

When Kunder Boka via their personal link, they automatically see Smart Tid suggestions. The system analyzes your existing Bokade tider och suggests the most efficient Tid slots.

How does it work?

Instead of manually choosing a Datum och Tid, the Kund sees a list of Rekommenderad times. These are calculated based on:

• Existing Bokade tider - Slots just before or after other Bokade tider nearby
• Plats - Minimal Restid between Bokade tider
• Working timmar - Only within your Tillgänglig times
• Theater timmar - Separate timmar för theaters if configured

What does the Kund see?

After selecting a Tjänst, up to 10 optimal Tid slots appear, sorted med the best choice first:

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

The Kund can also choose "Pick another Tid" to manually Välj a Datum och Tid.

Distant Kunder

för Kunder outside your normal Tjänst area, the system automatically searches further ahead (up to 6 months) to find the best options. Instead of blocking distant Kunder, 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 Inställningar, Smart suggestions take rush timme och typical traffic patterns into account.

Got a gap in your Schema in a specific area? Rutt Fill helps you find nearby Kunder who are due för a Stämning och lets you Skicka them an invitation in one click.

How does it work?

Urgency badges

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

• 🔴 Overdue — Past the Tjänst Intervall
• 🟠 Due — Within one Månad of the Intervall
• 🟡 Soon — Within three months of the Intervall
• 🟢 On Schema — Not yet due

Rutt Analysis helps you see how efficient your daily Schema is. Visa distances between Bokade tider, get an efficiency score, och receive suggestions to optimize your Rutt.

How to Access

Dag Analysis

The Dag Visa shows you:

• 📊 Efficiency Score (A-F grade) - How well your Rutt is optimized
• 🚗 Totalt Avstånd - Sum of Alla trips between Bokade tider
• ⏱️ Restid - Estimated driving Tid för Alla trips
• 📍 Trip List - Each journey med Starta, destination, km och minuter

Vecka Analysis

The Vecka Visa gives you a broader perspective:

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

Understanding Efficiency Scores

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

1-Click Optimization

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

• Check för conflicts med existing Bokade tider
• Visa a confirmation med the proposed change
• Move the Bokad tid if you Bekräfta

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

Have gaps between your Bokade tider that waste Tid? The Streamline button automatically tightens your Schema by recalculating Bokad tid times based on real travel times.

How does it work?

What does Streamline calculate?

• Real Restid från your Företag Adress to the first Bokad tid
• Real Restid between each consecutive Bokad tid
• Your configured buffer Tid is added after each Restid
• The first Bokad tid starts at your working timmar Starta + Restid

Understanding the Förhandsvisa

The Förhandsvisa shows each Bokad tid med its current Tid och the proposed new Tid. Bokade tider that would move are highlighted, och you can see the Totalt Tid saved at the top of the Förhandsvisa.

PianoPlanner can factor in real traffic conditions when calculating travel times. Instead of just using the standard driving Tid, the system looks at expected traffic för the specific Dag och Tid of each Bokad tid.

How does it work?

When traffic prediction is enabled, every Restid calculation considers the expected departure Tid. A Måndag morning rush timme trip will Visa a longer Restid than the same trip on a quiet Söndag afternoon.

Where is it used?

• Smart Suggestions - Bokning suggestions account för rush timme traffic
• Rutt Colors - Kalender colors reflect realistic travel times
• Rutt Analysis - Analysis uses traffic-aware durations
• Streamline - Optimized schedules account för traffic patterns

How to Aktivera

Theaters, concert halls, och other venues often have different Tillgänglighet than private Kunder. They're mainly Tillgänglig evenings och weekends - exactly when you're normally off! med Theater Tillgänglighet you can set separate working timmar för these special Kunder.

Benefits of Theater Mode

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

Step-by-Step: Setting Up Theater timmar

Marking a Kund as "Theater"

Now tell PianoPlanner which Kunder should use theater timmar:

Theater Bokning Window

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

The Rutt Optimizer uses Google Maps to calculate the most efficient order för your Bokade tider. It can automatically reorder your Dag to minimize Totalt Restid.

PianoPlanner has a built-in QR code generator för your Bokning page. Skriv ut it on Verksamhet cards, flyers, or place it in your workshop — Kunder scan it och go directly to your Bokning page.

PianoPlanner automatically tracks the Tjänst history of every Piano. This helps you remember when Pianon need Stämning - no more forgetting Kunder or guessing when you last visited!

How It Works (Automatically!)

PianoPlanner automatically updates "Last Stämning" based on:

• ✅ Slutförd Bokade tider - When you Slutför a Stämning, the Piano record updates
• ✅ Tjänst records - Anteckningar you Lägg till to the Piano's history
• ✅ Manuell Datum entry - If you enter a past Stämning Datum yourself

You don't have to do anything! Just Slutför your Bokade tider as normal, och PianoPlanner keeps track.

Understanding the Status Colors

Each Piano shows a Status so you can see at a glance who needs attention:

What You See	What It Means
● Last: 15 Jan 2026	✅ Recently tuned - no action needed yet
● Due in 14 days	⚠️ Tjänst coming up - Tid to Kontakt Kund!
● 30 days overdue	🔴 Past due Datum - definitely Tid to call!
● Not yet tuned	ℹ️ New Piano - no history recorded yet

Setting the Right Stämning Intervall

Different Pianon need different care. A concert grand in a theater needs Stämning every few months, while a hobby Piano at Hem might only need yearly Tjänst. You set the Intervall per Piano!

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

Manually Recording a Past Stämning

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

You can customize how the Kalender displays Tid slots. Choose between 1-timme slots or 1.5-timme slots depending on your typical Bokad tid length.

Changing Slot Längd

Your preference is saved automatically och will be remembered Nästa Tid you visit.

Switching från another Piano Tjänst management system? PianoPlanner makes it easy to Importera your existing Kunder och Pianon.

What can you Importera?

• Kunder - Names, addresses, Telefon numbers, E-post addresses
• Pianon - Märke, Modell, Serienummer, År, Typ, Plats
• Tjänst history - Last Stämning dates are preserved

How to Importera

Importera options

Option	What does it do?
Aktiv only	Only Importera Kunder/Pianon marked as Aktiv
Hoppa över duplicates	Hoppa över Kunder that redan exist (based on E-post)
Include Företag Namn	Lägg till Företag Namn to Kund Namn

Other Importera Formats

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

• Gazelle Importera — Switching från Gazelle (Piano management software)? Use the dedicated Gazelle Importera Wizard under Inställningar → Importera → Gazelle. It automatically recognizes the Gazelle Exportera format.
• vCard (.vcf) Importera — Importera contacts directly från your Telefon or E-post client. Exportera your contacts as a .vcf file och Ladda upp it to PianoPlanner.
• Kalender (.ics) Importera — Importera Bokade tider från your existing Kalender (Google, Apple, Outlook). Exportera as an .ics file och Ladda upp it to transfer your existing Bokade tider.

Need to track personal trips separately från Verksamhet Bokade tider? Mark Bokade tider as private to keep them separate in your mileage records och Synkronisera them to external calendars utan revealing details.

How to Skapa a private Bokad tid

Visual distinction

Private Bokade tider appear in purple med a 🔒 icon in your Kalender, making them easy to distinguish från Verksamhet Bokade tider.

Kalender Synkronisera

When synced to Google, Apple, or Microsoft calendars, private Bokade tider appear as "Busy" utan showing any details, Plats, or Beskrivning. Your Integritet is protected!

Keep a Skatt-proof mileage administration. PianoPlanner automatically tracks kilometers från Bokade tider, och you can Lägg till Manuell trips, Registrera odometer readings och Exportera everything för your Skatt 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 Inställningar → Verksamhet → Mileage Tracking och fill in your license plate och vehicle Namn. This appears on your mileage Rapporter och PDF exports.

Odometer readings

Registrera your odometer readings periodically (e.g. at the Starta och end of the År). This serves as proof för the Skatt authorities och helps verify your trip records.

Automatisk tracking

Every Bokad tid med a Kund Adress automatically generates a trip record. The system calculates the Avstånd från your Verksamhet Adress to the Kund Plats.

Smart round-trip calculation

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

• Other Bokade tider during the Dag → One-way only (you Fortsätt to the Nästa Plats)
• Last Bokad tid of the Dag → Return trip (real km Hem via Google Maps)

Manuell trips

för trips not linked to an Bokad tid (e.g. picking up parts, visiting a supplier), Lägg till Manuell trips via the Instrumentpanel mileage widget or via Inställningar.

Exportera & Rapporter

• 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 Rapport gives you a detailed overview of Alla your trips over any period. Filtrera by Datum range, see totals och Exportera a Slutför expense Rapport.

How to use

Rapport columns

Column	Beskrivning
Datum	Datum of the Bokad tid
Kund	Kund Namn med link to detail page
Plats	Adress of the Bokad tid
Rutt	Open in Google Maps för navigation
Avstånd	One-way Avstånd in km
Restid	Estimated driving Tid

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

Install on iPhone / iPad

Install on Android

What you get on mobile

• Full Kalender Visa optimized för touch
• Quickly look up Kunder och Pianon
• Skapa och Redigera Bokade tider on the go
• Skapa och Skicka Fakturor från your Telefon
• Push notifications för new bookings

Receive instant push notifications when a Kund books an Bokad tid online. Works on desktop och mobile (when the PWA is installed).

PianoPlanner supports dedicated workshop Tid slots för work in your own workshop. Set your workshop Tillgänglighet timmar och they will automatically be blocked in the online Bokning Kalender.

Setting up workshop timmar

Go to Inställningar → Workshop to Konfigurera your workshop Tillgänglighet. You can set different timmar för each Dag of the Vecka, just like your regular working timmar.

Funktioner

• Set workshop Tillgänglighet per Dag of the Vecka
• Workshop timmar are automatically blocked för online bookings
• Smart Pick respects workshop timmar — no overlapping suggestions
• Workshop Bokade tider visible in your Agenda med a dedicated icon
• Workshop statistics in your Instrumentpanel Rapporter

Smart Pick Integration

When you use Smart Pick to suggest Bokad tid times, it automatically avoids your workshop timmar. This ensures Kunder are never offered a Tid slot that conflicts med your workshop Schema.

Not every Bokad tid needs a Kund record. PianoPlanner lets you quickly Skapa walk-in Bokade tider och internal workshop tasks directly från your Instrumentpanel.

Walk-in Bokade tider

When a Kund walks in unexpectedly, use the quick walk-in button on your Instrumentpanel action sheet. Enter a Namn och Tjänst — no need to Skapa a full Kund record first.

Tasks utan Kund

Need to block Tid för internal work? Skapa a task utan linking it to a Kund. Perfect för workshop maintenance, administrative work, or personal Tid blocks.

How to Skapa

• från the Instrumentpanel: tap the + button och choose 'Walk-in' or 'Task'
• Walk-in: enter a Namn, choose a Tjänst, och pick a Tid
• Task: Lägg till a Beskrivning och Tid — no Kund needed
• Both types appear in your Agenda och respect your Tillgänglighet

The Workshop Projekt Planner helps you Hantera larger workshop jobs — Piano rebuilds, restorations, or any multi-step Projekt. Track tasks, timmar, deadlines, och link Projekt to Kunder och Pianon.

Creating a Projekt

Navigate to Projekt in the main menu och click 'New Projekt'. Give it a Titel, optionally link a Kund och Piano, set a Prioritet och deadline, och estimate the Totalt timmar.

Managing tasks

Each Projekt can have multiple tasks. Lägg till tasks quickly med the inline input field at the bottom of the task list, or click a task to Redigera details like estimated/actual timmar och due dates.

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

Capacity overview

The capacity bar on the Projekt overview shows how many workshop timmar you have used vs. Tillgänglig this Vecka. This is based on your workshop timmar configured in Inställningar → Workshop.

Funktioner

• Link Projekt to Kunder och Pianon
• Prioritet levels: Low, Normal, High, Urgent
• Status tracking: Planning → Aktiv → Paused → Slutförd
• Visual progress bar based on Slutförd tasks
• Weekly capacity tracking based on your workshop timmar
• Filtrera och Sök across Alla your Projekt

Quotes & Pricing

Turn your Projekt task list into a professional quote. Each task can include pricing Information that's automatically calculated och ready to Dela med your Kund.

Excel-style Editing

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

Exportera Quote

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

Faktura Numbering

There are two ways to Skapa an Faktura: från the Agenda or manually.

från the Agenda (Rekommenderad)

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

• Kund Namn och details
• Tjänst Beskrivning med instrument (e.g. "Stämning — Steinway & Sons D")
• Bokad tid Datum in the Beskrivning
• Tjänst Pris från your Tjänster configuration
• Kund Anteckningar (as a separate text line)

Manuell 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 Fakturor

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.

med PianoPlanner on your homescreen you can Skapa och Skicka Fakturor directly från your Telefon — even while you're still at the Kund's Plats.

från a Kund Profil

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

• Välj a Tjänst — the Pris is automatically filled in
• Lägg till a Beskrivning or Anteckningar
• Choose the Faktura Status (Utkast, Skickad, Betald)
• Skicka med payment link — the Kund can pay via iDEAL / Wero immediately

Typical Mobile Workflow

PianoPlanner handles Moms differently depending on the Kund Typ. This is determined automatically based on the Kund Typ set in the Kund Profil.

Private Kunder

Verksamhet / Institutions

Setting the Kund Typ

To ensure correct Moms handling, set the Kund Typ in each Kund Profil:

• Private — Pris inclusive Moms
• Verksamhet — Pris exclusive Moms
• School — Pris exclusive Moms
• Church — Pris exclusive Moms
• Theater — Pris exclusive Moms

Acceptera iDEAL, credit card, och Wero payments directly on your Fakturor via Mollie. Kunder click the payment link in the Faktura E-post och 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.

Tillgänglig Integrationer

Currently three Integrationer are fully operational. More are being developed to Support pianotekniker across the Netherlands, Belgium, och Germany.

Moneybird (Netherlands/Belgium)

Moneybird is a popular Dutch online Bokföring package. PianoPlanner connects via the Moneybird API för Automatisk Faktura synchronization.

Jortt (Netherlands)

Jortt is a popular Dutch Bokföring package designed för freelancers och small businesses. PianoPlanner connects via OAuth2 för secure, Automatisk Faktura syncing.

Odoo (International)

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

Synkronisera Log

Every Synkronisera action is logged. You can Visa the Synkronisera history in the Integration Inställningar to see which Fakturor have been Skickad framgångsrikt och which ones encountered errors. This helps you quickly spot och resolve any issues.

Coming Soon

We are actively working on Integrationer med more Bokföring packages used by pianotekniker across Europe:

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

PianoPlanner offers flexible Prenumeration plans to fit your needs. Hantera your Prenumeration, Uppgradera, downgrade, or Uppdatera your payment details at any Tid.

Tillgänglig Plans

Plan	Pris	Key Funktioner
Starter	Gratis	Bas scheduling, up to 25 Kunder
Solo	€24.50/mo	Unlimited Kunder, Kalender Synkronisera, Rutt optimization, invoicing
Pro	€39.50/mo	Everything in Solo + Automatisk reminders, Bokföring Integrationer, Prioritet Support
Verksamhet	€49/mo	Everything in Pro + Team management, shared Kund database

Hantera Prenumeration

Working med multiple technicians? The Team Funktion lets you Hantera a shared Kund database, coordinated scheduling, och Team Bokning pages.

Getting started med Team