Piano tuning and instrument servicing
Piano tuner booking software with travel time between visits
CalMov is piano tuner booking software for one technician covering a wide area. Customers enter their address before choosing a time, so they are only offered times you can reach from the visit before and still leave for the one after, and a charge for longer journeys can be shown before they commit. It handles booking, travel and reminders when a tuning is due again. It is not an invoicing or accounts system.
Common scheduling problems
Customers are spread across a wide area
A tuning that fits the diary can still be an hour's drive from the one before it.
Visits are long and vary in length
A tuning, a pitch raise or a repair each take a different time, and every journey has to fit around them.
Distant customers cost you more to reach
Without a travel charge, a tuning an hour away earns the same as one round the corner.
How CalMov helps
Address first, then a time
Customers enter their address before choosing a time, so they are only offered times you can reach.
A length and price for each service
Fine tuning, pitch correction and repairs can each have their own duration and price.
Travel before and after every visit
Lite keeps the travel gap you set between visits. Pro checks roads and expected traffic for the time chosen, before and after the visit, and checks the journey again before the booking is confirmed.
Travel charges customers see first (Pro)
Set brackets by distance or journey time from your base. The charge can be shown when the address is entered and beside each time, and the total includes it.
A clear answer outside your area (Pro)
Set a maximum distance from your base, and addresses beyond it are not offered times. With travel charges shown before checkout, they are told at the address step, with your email or phone number if you add one.
Your own calendar respected
Connect Google, Outlook or iCloud Calendar. Appointments you add there yourself block the booking page within five minutes, and one with an address keeps travel time to and from it.
The toolkit
Built for piano tuners: your toolkit
Tools for one tuner or technician: know what you're tuning before you arrive, allow more time when a piano hasn't been tuned for years, and bring customers back when their tuning is due. Nothing is switched on until you choose it, and any tool can be switched off again without losing anything.
Rebooking reminders
Customers reminded when their tuning is due
Give each service a reminder interval in weeks, such as 26 or 52. About a week before a customer is due, CalMov emails them a link that opens your booking page on the same service.
The email, sent for you
Due in a weekSam is due again 52 weeks after the last visit.
Your next visit is due
Time to book again
Hi Sam,
Your next Fine tuning with Westfield Piano Services is due around Monday 4 October. Choose a time that suits you.
Your last visit
Sent by CalMov for Westfield Piano Services.
Home
Time & price questions
A long-neglected piano books a longer visit
Ask when the piano was last tuned. An answer like "More than two years ago" can add time and price for a pitch raise, on every plan. On Pro, an answer can be set to "We'll review it", so you approve the visit before it's confirmed.
Your booking page
Try what kind of piano is it? and when was it last tuned? yourself. Grand and over two years ago: on Pro and Team that one waits for you to approve it.
Forms after booking
Make, model and where the piano is, asked after booking
Questions that can wait go in a short form linked in the confirmation email, due a day before the visit, with up to two reminders.
The confirmation email
You're booked in
Booking confirmed
Hi Sam,
Your appointment
Westfield Piano Services needs a few details before your visit. Please fill in the short form by Sunday 11 October 2026 at 10:00.
Fill in the formSent by CalMov for Westfield Piano Services.
Also there when you need it
Site & access
Parking and access, known before you go
Ready-made questions answered in the form after booking and saved to the address, so you know where to park and how to get in.
Visit notes
Notes from each visit
Tap Start job on arrival: a timer runs against the time allowed, and you keep notes on the piano for next time.
Only switch on what you need
Every tool starts switched off. Switch one on in Toolkit when you want it, and switch it off again without losing anything you've saved. Your booking page only changes when you change it.
An example day
A tuner's day across a wide area
- 1. A customer 20 miles away enters her address and chooses Fine tuning. She's offered only the times you can reach.
- 2. She answers that the piano was last tuned more than two years ago, so the visit is booked with time for a pitch raise.
- 3. The form after booking collects the make, the model and which room the piano is in.
- 4. A customer more than an hour away sees the travel charge before choosing a time (Pro).
- 5. 9:30am: Start job. You note the piano's condition for next time.
- 6. A year later, about a week before her tuning is due, she's emailed a link to book again.
How booking works
Set up piano tuning bookings
Set your services, area and travel rules once. The customer's address then decides which times they can book and what travel costs.
- 1.
Add each service with its real length
Include arriving, the work itself and packing away. CalMov reserves one continuous block for each booking.
- 2.
Set how far you travel
On Pro, add a maximum distance from your base, so customers beyond it are not offered times.
- 3.
Charge for longer journeys
On Pro, set travel charge brackets, for example a charge when the drive is over an hour, and choose whether customers see it before picking a time.
- 4.
Set when customers are reminded
Give each service a reminder interval in weeks, such as 26 or 52, so customers are emailed a link to book when a tuning is due.
Before you choose
Is CalMov right for you?
CalMov suits one tuner or technician covering a wide area, where customers book a tuning, pitch raise or repair online. Times allow for the drive either side, longer journeys can carry a travel charge shown before booking, and customers can be reminded when the next tuning is due.
A good fit when
- One person does the visits customers can book online.
- Your work can be described as services with a typical length and price.
- You cover a wide area and want travel time and travel charges handled for you.
You may need another system if
- You need invoicing, parts stock or a detailed history of every instrument.
- Most of your work is quoted restoration that can't be booked as a set service.
Frequently asked questions
Can I charge more for customers who live further away?
Yes, on Pro. Set travel charge brackets by distance or journey time from your base. The customer sees the charge, and the total including it, before confirming.
Can customers be reminded when their tuning is due?
Yes. Set each service to remind customers after a number of weeks, such as 52 for a yearly tuning. About a week before it is due, CalMov emails them a link to book again.
Does CalMov keep a record of each piano?
Each booking keeps the address, the service and the customer's answers to your questions, and a visit record keeps your notes and how long the job took. It is not a dedicated instrument history system.
What happens if someone outside my area tries to book?
On Pro, if they are beyond the maximum distance you set, they are not offered times. With travel charges shown before checkout, they are told at the address step that it is outside the area you cover, and the message can include your email or phone number.
Can I allow more time for a piano that needs a pitch raise?
Yes, on every plan. Ask when it was last tuned, and set the answer that means a pitch raise to add time and price to the visit.
Can each service have its own reminder interval?
Yes. "Remind customers to rebook after (weeks)" is set for each service, such as 26 for a six-monthly tuning, and a service can be set to send no reminders.