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No answer here? Contact us — we would rather answer than have you guess.
Before anything else, it is worth thinking about how you and the institution actually work together — the way the work is divided, and who decides what.
Some institutions leave everything to the tuner. They ask you to look after the instruments, to manage them and keep them in order, and to come to them only when something really needs their attention.
Others appoint someone of their own — the head of the piano department, for instance — who manages the tuners' work, follows it, and answers for the instruments. Here the communication runs in more directions, and so does the work.
Which one is yours? Think that through first, and build the account around it.
We suggest you keep the login you registered with to yourself. This is the master key — and the email address on it cannot be changed later. This login reaches every part of the app; no other one does.
If someone else needs to get in — another tuner who looks after the instruments, or someone handling the admin — you can give them their own way in, and take it back whenever you like.
You do it under Account access.
Settings → Login permissions page 10
Type in their email address. They get an invitation, accept it, and choose their own password. From then on, that is how they sign in.
It receives everything by default. If you would rather it didn't, switch off Receive reminders and service request mails.
Settings → My account page 6
Settings → Login permissions page 10
If service requests, activations and completions should reach other addresses as well, put them here. These are usually the people who decide what happens and who does it.
⚠ An address on this list only receives email. To open a request and activate it, the same person also has to be added under Account access.
Settings → Login permissions page 10
The people who do the work. They are emailed when a job has been handed out and activated, and again when it is marked as done.
⚠ Same here: the email only tells them. If they should also record the work in the app, add them under Account access as well.
Settings → Login permissions page 10
If reminders should go to particular addresses, put them here.
⚠ These addresses replace the account's own — they don't add to it. Put your own address on the list too if you still want the reminders.
Start with A quick tour. Five minutes, and everything else will make sense.
After that, each part of the app has its own section below, in more detail.
And if you already know what you're looking for, use the search at the top — it looks through all of this, so you don't have to scroll.
Five minutes, and you'll know where everything is.
Main menu — at the bottom of the screen on a phone, at the top on a computer. This one is global: the full lists. Instruments, contacts, services, service requests, reminders, QR codes.
Details menu — sits under the header when you have an instrument open. Everything here belongs to that one piano: its contact, its services, its reminders, its QR code, its photos, its files.
So: bottom menu = everything. Middle menu = this one instrument. Once that clicks, you won't get lost again.
Every main page has one, and it searches everything — not just names. A room number, a page number (page 17), an address, a note you scribbled last spring.
That last one is worth knowing. You'll find a notes field almost everywhere, and whatever you write there becomes searchable. So if the app has no field for something — put it in the notes.
Every main page has one of these too. It narrows the list in front of you. On the Instruments page you see everything you have — flip the filter and you get only the grands, or only the digitals.
Instruments page 13 is the full list of your pianos. Contacts page 17 is for the people and places around them.
Any instrument can be linked to a contact, from the instrument's edit page. This is more useful than it sounds: it means you always know whose piano this is, and where it is right now.
Have an instrument out at the XY school? Add XY school as a contact and link the piano to it. Same for a piano on loan to a teacher or a performer — no more trying to remember what went where. When it comes back, switch the contact back to your own institution.
Photos and files. Every instrument can carry a profile picture, more photos, and files. A shot of a fault before the repair, a spec sheet, the settings you dialled in last time — anything a technician is glad to have in hand when standing at the piano.
And contacts save you a few taps. Enter the address properly and one tap opens the maps app on your phone — you can just start driving. Phone numbers and email addresses open the same way, straight from the app. No dialling.
You add a service from an instrument's page — the button in the header.
Two dates do the work: completed and due. Between them you always know what is finished and what is coming.
Then there is the Active switch. A service can be active whatever its dates say — it simply means I'm on this one, or something is going on with this piano. All your active services sit together on one page page 37, so you can see the whole workload at a glance.
QR codes do two jobs.
For you, a shortcut: scan, and you're on that instrument's page. No searching.
For everyone else, a way to reach you. A teacher scans the code on the piano, the service request form opens, they write what's wrong, and send it. It arrives with everything already attached: who sent it, which room, which instrument, and what the trouble is.
No phone calls. No text messages. No "the one in the third room, I think."
A request travels a route — it arrives, you decide, you activate it, the work gets done, and it is marked as finished.
Open an instrument, tap the service icon in the details menu, and the reminders are there.
You can set as many as you like on one instrument, and they can repeat.
Each reminder carries a text you write yourself. If you catch yourself typing the same thing every time, save it as a template — from then on it comes up ready, and you can still change it.
You can export everything, whenever you like — Settings → Language, Units, Export data page 9.
And if you are coming from somewhere else with a lot of records, don't sit and type them in one by one. Tell us and we'll help you import them.
Short things that save you a lot. Worth reading once.
You don't have to page through every service. Open the instrument and it is on its own page — when it was last seen to, the pitch you tuned it to, the temperature and humidity that day.
Along with the things you would otherwise go hunting for: which room or classroom it stands in, when it was bought, and how long the warranty runs.
A service does not have to be a service. Write down whatever the job actually took: the part you ordered. The materials you bought right at the start — the ones nobody remembers by the end. The drive out to the welder, and what the welder charged. The two people you called in to move the instrument. Your own hours.
Each one carries a price and the time it took — takings or costs, whichever way you run things.
Put them under one project, and the project's page lists them one by one, and then adds them up. The whole job, in money and in hours. You reach it from the instrument's services, under the project tab.
Two questions, two fields — and between them, nothing gets lost.
Room is where the instrument stands inside the building: a classroom, the workshop, the store. Move a piano to another room and you change one field. From that moment everyone who looks knows where it is.
Contact is for when it has left the building — out at a teacher's home, on loan to a partner school. Open that contact and you see exactly what is with them, right now.
Put a QR code on the ones that travel, and you can stop remembering: what still needed replacing, how far you got last time. Scan it, and the piano tells you.
Technical staff does not mean tuners. A cleaner is technical staff. So is the driver who moves instruments. Put them on the list and you can hand work to them like anyone else.
Open the service request — however it arrived, from a QR code or from the instrument's page — and use Task assigned to to pick the person. From then on, only they are emailed.
And they never have to sign in. Everything they need to do the job is in the email itself.
Which means giving someone an account is entirely your decision. You can hand work to a person you would rather not let into the app at all — and they still get everything they need to carry it out.
Keep as many requests open as you like. Activating a request and marking it done stays with whoever has Account access — one by one, as the work comes back. So the people responsible always know who is on what, and what is already finished.
Fill a contact in properly and the app stops being something you read, and starts being something you use.
Tap the email address and your mail app opens with it. Tap the phone number and it is already ringing. Tap the address and your maps app opens — you can just start driving.
None of it works if the details were typed in roughly. That is the whole cost: get them right once.
Every page where you enter something — an instrument, a contact, a service — has a place for notes. Whatever matters and has no field of its own goes there.
This piano has a humidifier. The key to that room is in the right-hand cupboard. You still don't know her name, but she is the blonde one at the office.
And the search reads all of it. Type humidifier and you get every instrument that has one. Type blonde office, and there she is.
Colour, brand, serial number — none of them pins an instrument down for certain. Two identical uprights in the same corridor, and you are guessing again.
So everything you enter carries its own ID: an instrument, a contact, a service. You'll find it in the top right corner of the page.
And it is unique across the whole system, not just your account. An instrument in Australia cannot share a number with one in America.
Every instrument can carry as many services as you like.
We call them services, but don't let the word box you in. A service is really just something that has to happen to this piano. A tuning, yes — but also: order a part, move the instrument, chase the supplier.
One instrument at a time. Open a piano and go to its services in the details menu — everything that has ever happened to that instrument, in one list.
Or all of them at once. From the main menu page 37 you get every service across every instrument you have.
And the same choice applies to the active ones: you can see what is in progress on a single piano, or everything you are working on right now, wherever it is.
Beyond the title, the description and the dates:
Set a service to Active and you are saying: I'm working on this one right now.
All active services appear together in the task list — Main menu, with the Active switch on page 37. If the service has a due date, you see that here too, so you know how long you have.
You can see it at a glance, without reading anything. Every service has a bubble in front of it. Grey means nothing is happening; the moment you set it to Active, the bubble turns green.
And if you gave the service a due date that has already passed, the bubble gets a red ring. That is the app telling you: this one was supposed to be done by now.
If you are working on something bigger, you can group services and tasks under a project.
Open an instrument's services from the details menu and click the project tab: your projects are listed there, and inside one you will find every service that belongs to it.
Most often a teacher, a performer or a student — sometimes the tuner. They scan the QR code on the instrument, the form opens, they fill it in and send it.
No account, no signing in. That is the whole point: the person standing at the piano can reach you in half a minute.
And it reaches you unchanged. Nobody passes it along, nobody retells it — you read exactly what they wrote, about exactly which instrument and which room. No chain of messages that arrives half-remembered.
Two places: in the app, and by email.
In the app you can come at it from either direction. From the main menu, the service requests list page 32 holds every request across every instrument. Or open the piano itself and go to its requests in the details menu — there you see only what came in about that instrument.
The email goes wherever the institution decided: to the account's own address, to whoever is listed under Institute staff page 10, or both.
A request is not work yet. It is somebody raising a hand. Someone has to look at it and decide: do we deal with this, or not?
If not — delete it.
If yes, it has to be handed over. Open the request and switch on Activate. That is the moment it becomes work.
But pick a person in the request first, and only they are emailed. That is how you hand a particular job to a particular person when several people work on the instruments.
Open the request and switch on Done. It leaves the active list and moves to the completed one — page 32, the Completed button.
A completed request can be reopened at any time, and it goes round the same loop again. The same people are emailed as in step 4.
Put a code on a piano, and anyone standing in front of it can reach you.
They scan it, the service request form opens, and they write what is wrong — a sticking key, a buzz, a tuning that is overdue, anything at all about that instrument. They can attach a photo too.
It arrives with the context already filled in: which instrument, which room, who sent it, and what they need. Whoever should receive it, receives it — you decide that under Login permissions.
Open any instrument, and in the details menu you will see a QR icon.
1. Open it and choose Print QR codes. You get one A4 sheet with 48 codes on it, in small squares.
2. Print it on adhesive paper, so the codes can go straight onto the instruments.
3. Cut them apart. Keep a few in your bag — they take up no room, and one day you will be glad they are there.
1. Stick a code on the piano.
2. Open the same QR icon in the details menu and choose Link QR code.
3. Scan the code you just stuck on.
That is it. From then on, that code means that instrument.
Any instrument can carry as many reminders as you like. Each one arrives as an email — at the earliest, the day after you create it.
You set the date it should go out. And if it is something that comes round again — a yearly tuning, a seasonal check — set an interval and it will keep sending itself. You don't have to remember to put it back in.
You write the text of the reminder yourself, on the same page. It can be different every time.
But if you catch yourself typing the same thing over and over, save it as a template. From then on it loads automatically when you start a new reminder — and you can still change it before you send.
By default, reminders go to the account's own email address.