Orchestra planner
Rehearsals, concerts and tours in one overview for management, production and musicians, including the availability of your own halls and rehearsal rooms.
A professional platform for managing orchestral operations
Orchestra operations in one connected system
OPlanner connects project planning, player booking, communication with musicians, tours and administration. Management, production and musicians all work with up-to-date information in one shared environment.
Players answer right in the planner
Players see their schedule and answer whether they can play.
| Day | Time | Venue | Project | Type | Availability |
|---|---|---|---|---|---|
| Mon 16. 11. | 18:00 - 20:30 | Rehearsal room A | Beethoven & Dvořák | Rehearsal | |
| Tue 17. 11. | 17:00 - 19:00 | Rehearsal room B | Chamber evening Booked | Rehearsal | |
| Wed 18. 11. | 18:00 - 21:00 | Rudolfinum | Beethoven & Dvořák | Dress rehearsal | |
| Thu 19. 11. | 19:30 - 21:30 | Rudolfinum | Beethoven & Dvořák | Concert | |
| Sat 21. 11. | all day | Vienna | Tour: Vienna — Munich Draft | Trip |
The production team fills the open seats
The production team books players based on their answers.
Fees are calculated automatically
Based on services and rates, including supplements.
- Rehearsal
- 800 Kč
- Concert
- 2 000 Kč
- Concertmaster
- +20 %
| Player | Seat | Services | Fee |
|---|---|---|---|
| Total for Violin I | |||
Used by
In tune with your orchestra
One concert. Many moving parts.
The programme determines the instruments. Bookings connect players with dates. A trip, accommodation and the project budget can follow from the same programme. In OPlanner you have everything in one place.
Explore the modulesExample project
Beethoven & Dvořák
From the programme to the final applause
- Programme
- Works and instrumentation
- Line-up
- Players, soloists and conductor
- Rehearsals and concert
- Dates and venues
- Trip
- Itinerary, transport and rooms
- Finance
- Budget and fee planning
Platform
The whole orchestra. One place.
Five connected areas cover everything from the first date in the schedule to the payment of fees.
Screenshots of the real application with sample data of a fictional orchestra.
Planning
Projects and events
Each project keeps its dates, venues, programme, production team and shared documents together.
Tasks and announcements
Tasks in the production team have an owner and a deadline. Musicians receive important information by e-mail and on their phones.
Website and calendars
Selected concerts appear on the orchestra's website through an API, and musicians subscribe to their dates in their own calendar.
People and bookings
Bookings and availability
Musicians confirm their availability, the production team and section leaders fill the positions, and the system flags scheduling conflicts.
Musicians and artists
A register of players, soloists, conductors and choirs with their instruments and contact details, linked to your projects.
Roles and permissions
You decide who plans, who books and who sees finances or personal data, down to individual projects.
Music and materials
Repertoire library
Composers, works, movements and instrumentation, with an inventory of your sheet music.
Programme and instrumentation
The system derives the required instrumentation from the concert programme.
Seating and stage plan New
Seating plans, the stage layout for the whole orchestra and print-ready line-up lists.
Tours and logistics
Tours and itinerary
Concerts, transfers and overnight stays in one itinerary, including individual arrivals and departures. Musicians get a travel guide on their phones.
Transport and accommodation
Coaches and passenger seating, hotels and the rooming list for the whole orchestra.
Venues and riders New
Halls with stage dimensions, equipment and contacts. The technical rider for each concert shows what is missing on site.
Finance and administration
Project budgets
Planned and actual project costs and income, including suppliers.
Fees and payouts
Fees based on your own rates and rules, payment overviews and exports for payout.
Exports and documents
Export schedules, line-up lists and financial documents to PDF and Excel.
The scope of modules is agreed individually according to your organization's needs. Access for individual users is determined by their permissions.
In development
We are completing these modules and validating them in practice with selected organizations. They are not yet part of the standard offering.
- Auditions Applications, rounds, panels and scoring.
- Contracts Templates, contract preparation and electronic signature.
- Season plan Programming, concert series and the annual plan.
- Reports and timesheets Season overviews, player workload and monthly timesheets.
- Sheet music circulation Labelled parts, preparation for a project, issue and return.
Who it's for
One system for the whole institution
For professional symphony and chamber orchestras and other musical institutions.
Every department works with the same data and sees exactly what it needs for its work.
Senior management
An up-to-date view of projects, line-ups and budgets, without requesting reports or compiling spreadsheets by hand.
Production and artistic planning
Rehearsal and concert schedules, bookings, communication with musicians and tours in one workspace.
Finance department
Fees, project budgets and payment records are derived directly from the actual line-up.
Musicians
A personal schedule on their phone, availability confirmation and all project information in one place.
For IT administrators: single sign-on through Microsoft Entra ID, role-based access control and data stored in the EU. More about security
Security and data protection
Your orchestra's data under control
OPlanner handles the personal data of musicians and the financial data of your institution. We treat both with the care they require.
GDPR documentation
The data processing agreement, including the list of sub-processors, and the privacy policy are publicly available (in Czech).
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Data stored in the EU
The application's database, files and backups are stored on servers in the EU.
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Encryption of sensitive data
Identity documents, national identification numbers, addresses and bank details are stored encrypted, and access to them is logged. Communication with the application is encrypted via HTTPS.
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Roles and permissions
You control access to finances, personal data and individual projects by role.
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Sign-in with your organization's account
Single sign-on through Microsoft Entra ID in your own directory, or sign-in with a Google account.
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Change history
For projects, events, players and fees you can trace who changed what and when.
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Data export
Reports and lists can be exported to PDF and Excel.
Implementation
Implementation that respects the way your orchestra works
We introduce the system step by step and with your season in mind. We guide you through the whole process in person.
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Initial consultation
We discuss how you currently plan projects, book players and settle fees, and what you expect from the system.
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In-person presentation
We will visit you and present OPlanner to your management and production team. If you would prefer an online meeting, we are happy to accommodate that.
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System setup and data migration
We configure the system to match your operations and personally assist you with migrating your existing data.
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Training and go-live
We train your team in person and help you with your first steps in the system.
Data migration included in the licence
Personal assistance with data migration is part of the licence. As standard, we import musicians, the repertoire library and performer profiles from CSV and XLSX files. Migrations that require custom development are agreed separately.
Training included in the licence
In-person training for your team and help with your first steps in the system are part of the licence.
Support by agreement
Support terms and service levels are agreed individually according to the needs of your organization.
About us
Software developed with first-hand knowledge of orchestral practice
OPlanner is developed and operated by OPlanner Software s.r.o., based in Prague. The company is your contractual partner for the licence, implementation and further development of the system.
Tim Kadlec, the company's founder and managing director, is an active orchestral flautist, a lecturer at the Academy of Performing Arts in Prague (HAMU) and a software developer. OPlanner is therefore built on the everyday running of an orchestra: rehearsals, bookings, tours and the administration that goes with them.
In-person presentation
We will present OPlanner to you in person
We will be glad to come to you and present OPlanner in person. If you prefer an online meeting, we are happy to adapt.
- We will get back to you usually within two working days, and arrange a date.
- We present OPlanner in person at your premises, or online.
- We will prepare a proposal based on your organization's needs and scope of use.
No obligation. Sending the form does not place an order.
Prefer e-mail? support@oplanner.cz