Dubsado Walkthrough: How to Set Up + Automate Your Workflows

Dubsado walkthrough for service providers + business owners. In this video you will learn how to set up your Dubsado account step by step so you can start booking clients on autopilot. 

Watch this video here (don’t forget to like and share): https://youtu.be/Z4FDfAZckHQ

How to Set Up Dubsado

To get started, log in to your Dubsado account, and head over to settings by clicking the 3rd icon on the menu

Under Brand settings – Branding: Add your brand info – logo, brand colors, and business info.

For Portal Settings: Customize the client portal and what it will look like from the client’s view. Add your message to your clients and brand colors. 

Use the link to have clients login to the portal. If you want to have the portal on your website, create a new page, pick the HTML block, and then add the embed code. Then you can add the link to your footer for easy access.

Under Multi-user: Add a user or team here by sending them an invite

To receive money: Add your country and currency code so you can connect to Square, Stripe, or Paypal. Then under Invoices tab, you can add a column for tax. Check the box if you want to have the client’s company name on the invoice.

Under Emails: Connect to Google account so you can send incoming and outgoing mail from your business email in Dubsado

Under Integrations, you can connect to Zapier or Quickbooks. For video conferencing, connect to your Google calendar if you want to use Google Meet for calls. 

Related: Dubsado and Zapier integrations https://zapier.com/apps/dubsado/integrations

For General settings, turn these on so you’re not double booked.

For Account Settings, change your login info.

Under Notifications, turn on alerts on for the dashboard or email so you’ll know when a client signs a contract, makes a payment, or if a workflow needs your approval.

How to set up your Dubsado account and book clients on auto-pilot.

Set up Schedulers

Now under Templates, create Scheduler templates so clients can book a session.

Pick free or paid session from the dropdown. Or create your own by clicking Add Template.

Basic tab – add name, duration, dates available, and canned email response. 

Advanced tab – add buffer times and how many appointments per day, redirect them to a page on your website after they book a session.

Leave this on for paid sessions and set up email notifications

For Scheduler groups – this a landing page for your schedulers. Clients can pick from any session from here. Create a Group, name it, and check which schedulers you want to include for this group

Set up Canned Emails

Under Templates then Canned Emails: All the scripts and responses such as welcome emails will be here. You can edit any of these to match your brand voice or click New Canned Response to create a new one. 

Create your email signature and this will show up on all outgoing emails.

Tip for you – add your initials in the front of your scripts so it’s easy to find later on. 

Create Payment Schedule

Create a Payment Schedule if you have payment plans and set up email reminders to send to clients. 

If your clients pay 50% deposit upfront and then a week before the project stars they pay the balance, you can use the 50/50 Payment Schedule. Can leave this as is then add a Reminder by clicking relative then add how many days, then select one of your templates by typing your initials.

Click Apply or add another one to send a past due email reminder. Edit the title by clicking here

Create Packages

Under Packages: Your services and what clients will see on their invoice and proposal.

Add Package – add New Line Item, edit package name, add item name, what’s part of this item, quantity, price, tax, and category.

Add Discounts – for special offers, create a code they could use when making a payment.

Related: Skip writer’s block and learn how to create your Sales Page in a Day, 5 Guides to help you refresh your brand and online business, How to Create a New Client Onboarding Kit

Set up Dubsado Forms

Under Forms: There are 5 types of forms you can use – lead capture form, proposals, questionnaires, contracts and sub-agreements.

Lead Capture forms

All forms will have the same drag and drop settings here. 

Can add columns, dropbox, or a date picker. Click to add a block or drag it anywhere. When you click the block, you can edit the settings from there. 

To add section headers for example, drop Images to upload your files.

To have leads pick from one of your services, add workflow, type in name of service then the plus sign.

Under Settings tab – choose expiration type, attach to a workflow – after workflows are set up you would come back here to apply it, add your thank you message, and redirect to any URL after the form is submitted.

Choose font, font size, and color here.

If you’re familiar with CSS, you can add the Code Block at the top and then add your CSS to customize your forms to match your brand. Can only use this on lead capture forms, questionnaires, and proposals. 

Related: Dubsado CSS Selector Cheat Sheet, Quick Overview of HTML and CSS, Styling a form with Dubsado

After you’re done setting this up, click Share and add the embed/iframe code to your website or use a direct link for emails.

Proposals

This is where the invoice is generated by adding packages. Same settings as before, tap an element to make any changes. 

To create a columns for your packages, drag Columns, click the column, pick 3 from the dropdown, then drop packages here. 

Under Settings tab – for expiration type, you can pick relative and add how many days this proposal will expire, check the box to show contract and invoice so you can get booked + paid ASAP. Pick payment schedule, then edit styling

Questionnaires

These are intake forms to gather all client info, feedback request, or testimonials. Add what you want to ask your leads or clients. 

Settings tab – choose expiration date, fonts, and colors.

Sub-agreements

Make changes to a contract you’ve created, or use for NDAs, waivers, Statement of Work. Make sure to have the Signature area here for them to sign

Contracts

The documents you need to make it official. Copy and paste your contract here. Use the Smart Fields to add info about the project, client, the date and time, invoice details, and your company info. 

Plus, add links to the contract and invoice or client portal.

Those are just sample forms but you can pick and choose from the premade forms in the Template library.

So if you’re a VA, photographer, social media planner, coach, or web designer, pick a form, then copy to account to start customizing it. 

How to set up Dubsado so you can book clients on autopilot

Build Dubsado Workflows

Now it’s time to create workflows to start automating things. 

First thing, set your office hours. Click Add Workflow and name it, then Next Step. 

Click Add Action, then Action to see the list of Actions available.  You can send email or an invoice, activate a portal, or start a workflow.

If you finished a project, you can send them goodbye packet or exit packet by clicking Send Email, for 2 day, after project end date. 

Check the box for manual approval. And the email to send would be Please download your files. Add the link to the project folder so they can download everything. Then Apply.

Then add another action to ask for a testimonial by sending a Form, 7 days later, after all previous actions complete.

And pick your feedback questionnaire and the email to send will be the Thank You email. Copy this and paste in the email body. This will be the link to the questionnaire. Then click Apply. 

Whatever workflow you create, don’t forget to test it out to make sure everything looks good on your end. 


If you want to know what to include in your emails or client packets, I have some done-for-you templates, scripts, and Canva graphics available inside the Toolbox that you can copy and add to your forms. Check the description box for more info.

Tired of being stuck on how to set up Dubsado or HoneyBook?

Want to know the right things to say to new leads and clients?

Ready to focus on connecting with your audience knowing everything is running smoothly in the backend?

Get instant access to done-for-you templates to help you improve your client experience!


Projects Overview

Last thing we’re going to do is head over to Projects. This is where you can see all of your leads and clients. Leads are prospects and jobs are clients (signed contract and paid invoice)

You can manually add a project by clicking New Project. And any new lead that fills out the lead capture form will show up here.

To add a new status, click Customize, Add Status, then name your Funnel.

For Leads, you can name this funnel Inquiry – all new leads will show up in this status first. 

For Jobs, name the funnel Onboarding – once the client signs and pays, the onboarding process starts here. 

You can edit columns and whatever you check will show up on the Projects page. 

You can also Add Tags to organize by types of clients and projects. For example, consulting, logo design, or VIP Day.

Pick a project to view all of the info about a project. On the left, is the client and project info, tags, status, and portal info

Custom mapped fields (guide) are like Smart Fields but tailored for your business.

If you need extra info that’s not related to the project like a client’s birthday, you would use Custom Mapped Fields. 

To set yours up, go back to Settings then Custom-mapped fields. Click Create and for birthdays, name it birthday and pick date for Type, then Save. 

Under Project tab, this will be related to the project. You can create a field for the number of guests, for example. So click Create, Guests, short answer, then Save. 

Go back to your project, and you’ll find these fields under Client when you click the pencil, and under Custom mapped project fields.

  • Emails – view inbox, send emails
  • Invoices – create and send invoices
  • Forms – add new or edit any form created for this project, send one-time links
  • Appointments – view confirmed or pending appointments, schedule new appointment
  • Workflows – apply workflow to this project, view current status
  • Tasks – todos for the project. You can manually add tasks or they will show up automatically if it’s related to a workflow.  
  • Notes – internal notes, call logs 

Other Dubsado features

  • Dashboard – view all projects, invoices, upcoming events
  • Reporting – sources, invoices, transactions, reports
  • Calendar – view calendar and events, change settings
  • Tasks – view and manage todo list here. Add Board to group similar tasks together, kind of like what you do in Asana or Trello. Perfect for batch days. 
  • Utilities – form list, address book, time tracker

TL;DR: Set Up Dubsado

To recap – after you fill in your info in settings, set up your scheduler, then create canned emails, packages, forms, then build your workflows, and then test them. Then add your embed code to your website or add the direct links in your emails. Don’t forget to attach the workflow to your lead capture forms.


Have questions? Let me know below! And if you found this helpful, add this to your Pinterest boards.

If you’re a service provider and need extra support setting up your Dubsado account, book your VIP Tech Day so I can get you up and running in a day


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About

Atlanta-based Digital PM & Tech Implementation Consultant. Loves long walks at record stores + helping service providers simplify operations and launch online projects without tech stress. Liked this post? Join the Brief Gems email list to get more content like this, plus instant access to the free resource library.

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