"keeping your business in tune"

Frequently Asked Questions & Help Desk

Adding a New Client

  1. Click on "New Client" in the button bar along the top right of the title or the "Add New Client" button on the “Clients” screen
  2. Fill in all applicable fields (you will need to access the client’s individual page to add piano information and notes)
  3. Click on the "Add Contact" button on the bottom of the screen to save
  4. This will take you to the new clients page, where you can add piano info, notes, and appointments

Booking an Appointment from the Calendar Screen

  1. Click on the large "Book an Appointment" button to the right of the calendar
  2. Begin typing the clients name in the "Client" field. This should display a drop-down list of all clients who have info that matches what you have typed. Select the client you want to schedule from that list
  3. Click in the "Date" field, and a small calendar will auto-display. Click on the date that you wish to schedule from this calendar
  4. Move your curser over the "Time" field, and time options will appear. Move your curser over the hour that you want to schedule, and then the hour/minute option and click on the time you want
  5. Click on the drop-down arrow in the "Appointment Type" field, and select the type of appointment you are making. This will auto-fill the "Appt Length"" field with the normal time requirement of that appointment type. You can click in this field and manually change the length if needed
  6. Write any notes you need in the "Notes" field
  7. When all the above fields are finished, click on the "Schedule Appointment" button under the "Notes" field, and the appointment will be saved

Changing / Deleting an Appointment

  1. From the Calendar Screen, double-click on the appointment you wish to edit
  2. To delete the appointment, click on the “delete appt” tab on the top of the screen
  3. To edit the appointment, change any info you want in the fields provided and hit "Save Changes"

Viewing a Client's Profile

  1. From any page in the system, type in a customer’s information in the large “Search Contacts” field in the top right of the screen
  2. Select the client you wish to view from the drop-down list that populates with the information you typed. If nothing populates, it means you either typed the client’s information incorrectly, or the client does not exists in the data base yet
  3. Once you have selected the client you wish to view, you will be taken to that client’s page, where you can
    • Edit the address (far right side bar)
    • Edit directions (far right side bar)
    • Book an appointment (top right side bar. This will auto-fill the client’s name)
    • Add piano info (center of page)
    • Add notes about the client (bottom of page)
    • Change the client’s priority (top of page)
    • Change the client’s tuning interval (top of page)
    • Manually edit the client’s next call back date (top of page)
    • Select info regarding a call back (center of page, only applicable if customer is within 7 days of next call back)

The "Calls & Mail" Screen

From this screen, you will see a list of all the clients that are either overdue for a call back, or are within 6 days of a call back. Clicking on a name in these lists will take you to that client’s page, where you will see the Call Back Field, which is only visible if a client is in the call back lists, and allows you to select options that will affect the client’s call back schedule and keep track of how many messages you have left them.

This screen will also display clients who have had "Appointment Reminder" selected when their appointment was being created.

This page also has features available for printing out mailing labels and Excel/CSV lists of monthly call backs so that you have the ability to send out mailing to your clients as well as the option to print out the call back lists so that you can use them when you away from your computer or unable to access the internet.

The "Map" Screen

This screen is a tool to be used as you set an appointment or plan out your call backs and mailings. The setting for the Map can be adjusted in the "Setting" screen, located in the top right button bar. It is linked to the Google Maps system, so information on your map is updated by them. To view more of the map than what is directly visible, click and hold on the map, then pull it to the location you want to view.

Accessing and Saving Copies of your Database

  1. Go to the "Clients" Screen
  2. If saving only a portion of the database, enter your criteria in the search engine and bring up the search results desired. If needing a copy of the entire database, leave the search engine blank and therefore the entire contents of the database will be displayed
  3. For accessing the database in Mailing Labels form, click on the "Export as Mailing Labels" button along the right middle of the screen. If accessing the database as an Excel/CSV file, click on the "Export to Excel/CSV" button
  4. Follow the instructions for saving these files to your preferred location on your computer