User Guide
Welcome to the PianoPlanner user guide! This guide helps you make the most of all features. Follow the steps in order for the best experience, or jump directly to the topic you need.
First Steps
Before you can start scheduling, it's important to set up your account properly. The order below ensures all features work optimally.
1. Business Details → 2. Working Hours → 3. Service Area → 4. Calendar → 5. Email → 6. Booking Link
Take some time to configure everything properly. This saves you work later and ensures that:
- Travel times are calculated correctly
- Customers can only book when you're available
- Emails look professional with your own details
- Appointments automatically appear in your calendar
Business Details
Your business details are essential for PianoPlanner to work properly. The address is used as starting point for travel time calculations and appears on emails to customers.
Without a correct address, travel times cannot be calculated. Fill this in first!
How to set up your business details:
Click on Settings in the menu, or go directly to the "Company" tab.
Business name, your name, email, phone and full address. Use Google Maps suggestions for an exact address.
Your logo appears on the booking page and in emails.
Default is Europe/Amsterdam. Adjust if needed.
Your details are saved and applied immediately.
Working Hours & Buffers
Set when you're available for appointments. This determines when customers can book online and helps with planning your day.
Working Days and Times
Go to Settings → Company and scroll to "Working Hours". Here you can set per day:
- Whether you work that day (on/off per day)
- Start and end time of your workday
- Break times (optional)
Setting Buffers
Buffers provide breathing room between appointments. You'll find these settings at Settings → Availability.
| Buffer Type | What does it do? | Recommended |
|---|---|---|
| Buffer before appointment | Extra time before an appointment (e.g., for preparation) | 0-15 minutes |
| Buffer after appointment | Extra time after an appointment (e.g., for notes) | 15-30 minutes |
| Minimum booking time | How far in advance must bookings be made? | 24-48 hours |
Set a buffer of at least 15 minutes between appointments. This allows for overruns and travel time.
Service Area (Maximum Travel Time)
Don't want to travel too far for an appointment? Set a maximum travel time. Customers outside your service area will get a notification when booking.
How to set your service area:
Here you'll find all settings for travel times and service area.
Turn on the option "Check maximum travel time".
For example: 45 minutes. Appointments further away will show a warning.
Write a custom message for customers outside your area, for example with alternative options.
You can also set a maximum travel time between consecutive appointments. This prevents you from having to rush from one city to another.
Connect Google Calendar
Connect your Google Calendar for two-way synchronization. Appointments automatically appear in your calendar, and changes in Google sync back to PianoPlanner.
Creating the Connection
Open the "Calendar Sync" tab.
You'll be redirected to Google to grant permission.
Log in with your Google account and allow access to your calendar.
Select the calendar where appointments should appear.
Choose two-way sync, or only from PianoPlanner to Google.
Sync Options
| Option | Description |
|---|---|
| Two-way sync | Changes in both systems are synchronized |
| To Google only | Appointments go to Google, but changes in Google aren't synced back |
| Include travel time | Add travel time as a separate calendar item before the appointment |
Connect Microsoft 365 / Outlook
Use Outlook or Microsoft 365? Connect your calendar directly with PianoPlanner! This enables two-way sync: appointments appear in Outlook, and your existing events are checked for availability.
What you need
- A Microsoft account (personal Outlook.com or Office 365 work account)
- Access to your calendar in Outlook or Microsoft 365
Connecting Microsoft Calendar
Navigate to the Calendar settings section.
You'll be redirected to Microsoft's login page.
Microsoft asks permission to access your calendar. Click "Accept".
You'll be redirected back. Your Microsoft Calendar is now connected.
What gets synced?
- Appointments created in PianoPlanner are automatically added to your Outlook calendar
- Existing events in Outlook are used to check your availability (Smart Appointments)
- Deleted appointments are also removed from your calendar
Microsoft Calendar integration works with both personal Microsoft accounts (Outlook.com, Hotmail) and organizational Office 365/Microsoft 365 work accounts.
Connect iCloud / Apple Calendar
Prefer using Apple Calendar or iCloud? That works too! The connection uses CalDAV and requires an app-specific password.
Apple doesn't allow apps to use your regular password. You must first create a special password at appleid.apple.com.
Creating an App-Specific Password
Log in with your Apple ID.
You'll find this under "Sign-In and Security".
Give it a name like "PianoPlanner".
The password is only shown once! Copy it immediately.
Connection in PianoPlanner
Open the Apple Calendar tab.
The email address you use to log in to Apple.
The password you just created.
PianoPlanner tests the connection and shows your calendars.
Choose the calendar where appointments should appear.
Sync Methods Explained
PianoPlanner offers multiple ways to sync your calendar. Here's an overview of the differences.
| Method | Direction | Real-time? | Best for |
|---|---|---|---|
| Google Calendar API | Two-way | Yes | Full integration with Google |
| Microsoft 365 / Outlook | Two-way | Yes | Office 365, Outlook.com users |
| Apple CalDAV | Two-way | Yes | Apple/iCloud users |
| iCal Feed (subscription) | Read only | Every 15-60 min | Other calendar apps |
Using iCal Feed
Want to view your appointments in an app that doesn't support direct connection? Use the iCal feed URL.
Here you'll find your personal feed URL.
This URL is unique to your account. Don't share it!
Add the URL as a "calendar subscription" in Outlook, Thunderbird, etc.
Google user? Use Google Calendar connection.
Microsoft 365 / Outlook user? Use Microsoft Calendar connection.
iPhone/Mac user? Use Apple Calendar connection.
Other app? Use iCal feed.
Send Email from Your Domain
By default, PianoPlanner sends emails via our servers. Want to send emails from your own email address (e.g., info@yourbusiness.com)? Configure your own SMTP server.
Why use your own SMTP?
- Emails come from your own email address
- Customers can reply directly to your inbox
- Better deliverability (less chance of spam)
- More professional appearance
SMTP Setup
Open the SMTP configuration.
You get these from your email provider or web host:
| Field | Example | Explanation |
|---|---|---|
| SMTP Host | smtp.mydomain.com | Server address of your email provider |
| Port | 587 or 465 | 587 for TLS, 465 for SSL |
| Username | info@mydomain.com | Often your full email address |
| Password | •••••••• | Password for your email account |
| From address | info@mydomain.com | Sender in outgoing emails |
After entering details, you can send a test email. Check if it arrives and doesn't end up in spam.
Common SMTP Settings
| Provider | Host | Port |
|---|---|---|
| Gmail | smtp.gmail.com | 587 |
| Outlook/Microsoft 365 | smtp.office365.com | 587 |
| TransIP | smtp.transip.email | 587 |
| Strato | smtp.strato.com | 587 |
Customize Email Templates
Customize automatic emails with your own text and style. You can use variables that are automatically filled in.
Available Templates
- Confirmation email - Sent after booking an appointment
- Reminder email - Sent 24/48 hours before the appointment
- Cancellation email - Sent when cancelled
- Modification email - Sent when date/time changes
Editing a Template
Here you see all available templates.
You can customize the subject and content.
Add dynamic content with the variables below.
View a preview and save your changes.
Available Variables
| Variable | Replaced by |
|---|---|
{{customer_name}} |
Customer's name |
{{date}} |
Appointment date |
{{time}} |
Appointment start time |
{{service}} |
Service type (e.g., Tuning) |
{{company_name}} |
Your company name |
{{company_phone}} |
Your phone number |
{{company_email}} |
Your email address |
Booking Link for Your Website
Let customers book appointments online via your own booking page. You get a unique URL to place on your website.
Activating Your Booking Link
Open the online booking settings.
Turn the switch to "On".
This becomes your unique address, e.g.: pianoplanner.app/book/yourcompany
Choose which services customers can book online.
Place the link on your website, business card, or in your email signature.
Adding to Your Website
You can integrate the link in various ways:
As a simple link:
As a button:
Generate a QR code from your booking link. Great for flyers, business cards, or posters!
Personal Links for Regular Customers
Do you have customers with recurring appointments, like theaters, music schools, or conservatories? Create a personal booking link so they can quickly book with pre-filled details.
• Theaters and concert halls
• Music schools
• Conservatories
• Churches with regular tunings
• Regular private customers
Creating a Personal Link
Open the customer's detail page.
You'll find this under customer details or in the actions menu.
This link contains a unique code for this customer.
Send the link by email or add it to their contact person.
What happens?
When the customer opens the link:
- Name and contact details are pre-filled
- Address is known (no travel time surprise)
- Customer's pianos are shown
- They only need to choose date/time
A theater needs the grand piano tuned 4x per year. With their personal link, they can choose the date that suits them, without filling in details each time. You get notified immediately and the appointment is in your calendar.
Setting a Default Service per Customer
Want a customer to only book a specific service via their personal link? That's possible! Handy for customers who always use the same service.
Go to Customers and click "Edit" for the desired customer.
At "Default service for self-booking" choose the service this customer can book.
Click "Save Customer" to apply the setting.
When the customer opens the booking link, they only see the selected service. No confusion, no wrong choices. Leave the field empty for all services.
Smart Booking Suggestions
When customers book via their personal link, they automatically see smart time suggestions. The system analyzes your existing appointments and suggests the most efficient time slots.
How does it work?
Instead of manually choosing a date and time, the customer sees a list of recommended times. These are calculated based on:
- Existing appointments - Slots just before or after other appointments nearby
- Location - Minimal travel time between appointments
- Working hours - Only within your available times
- Theater hours - Separate hours for theaters if configured
• More efficient route planning - fewer miles driven
• Customers choose faster - no doubt about availability
• Better schedule - appointments cluster in the same area
What does the customer see?
After selecting a service, up to 6 optimal time slots appear:
- Recommended - The most efficient time (green badge)
- Alternative - Good options on other days (orange badge)
The customer can also choose "Pick another time" to manually select a date and time.
Theater Availability
Theaters, concert halls, and other venues often have different availability than private customers. They're mainly available evenings and weekends. With Theater Availability you can set separate working hours for this type of customer.
Setting Theater Hours
Scroll to the "Theater Availability" section.
Turn the switch to "On" to activate theater hours.
Specify per day when you're available for theaters. For example: weekdays 18:00-22:00, weekends 10:00-18:00.
Click "Save" to store the theater hours.
Marking a Customer as Theater
To let a customer use theater hours:
Go to Customers and click "Edit" for the desired customer.
This option only appears if theater hours are enabled.
The customer can now book based on your theater hours.
Normal working hours: Mon-Fri 09:00-17:00
Theater hours: Mon-Fri 18:00-22:00, Sat 10:00-18:00
A private customer only sees weekday daytime slots.
A theater only sees evening and weekend slots.
Piano Service History
PianoPlanner automatically tracks the service history of every piano. This helps you determine when a piano needs tuning again.
Automatic Tracking
The "Last tuning" of a piano is automatically updated based on:
- Appointments - Completed appointments linked to the piano
- Service records - Manually added service notes
- Manual date - If you enter a date yourself
The system automatically uses the most recent date from these three sources.
Service Status Indicators
| Status | Meaning |
|---|---|
| Last: [date] | Piano was recently tuned, next service not yet needed |
| Service needed in X days | Service is coming up (within 30 days) |
| X days past service date | Service is overdue |
| Not yet tuned | No service history known |
Setting Service Interval
By default, PianoPlanner assumes a 6-month service interval. You can adjust this per piano:
Go to the customer and click on the piano.
At "Service interval" you can change the number of months (e.g., 12 for yearly).
Concert grands and pianos in music schools often need a shorter interval (3-4 months), while hobby pianos can go 6-12 months.
Calendar Slot Duration
You can customize how the calendar displays time slots. Choose between 1-hour slots or 1.5-hour slots depending on your typical appointment length.
Changing Slot Duration
Open your calendar view.
In the toolbar next to the view selector (Day/Week/Month), you'll see a dropdown.
Select "1 hour" or "1½ hour" from the dropdown.
1 hour slots: Standard tuning appointments, quick services
1.5 hour slots: Regulation, voicing, or when tunings typically take longer
Your preference is saved automatically and will be remembered next time you visit.
Need Help?
Can't figure it out? Feel free to contact us.
Contact Support