Getting Started with Dubsado: A Beginner's Guide
Starting with Dubsado can feel overwhelming, especially with all the robust features and customization options available. But don’t worry! This beginner’s guide will walk you through the essential setup steps so you can start using Dubsado for your business quickly and effectively. We’ll focus on linking your email account, payment processor, and calendar, adding an email signature, and then creating a simple inquiry workflow to start gathering and qualifying leads.
Link Your Email Account
To ensure that all client communication is streamlined and professional, the first step in setting up Dubsado is to link your business email account. This will allow you to send and receive emails directly through Dubsado, making it easy to keep all client interactions in one place.
Steps to Link Your Email Account in Dubsado:
Go to Settings: In your Dubsado dashboard, navigate to Settings.
Select Email Settings: Choose the Email tab.
Connect Your Email Account: Depending on your email provider (Gmail, Outlook, etc.), follow the on-screen prompts to connect.
Verify Connection: Once connected, Dubsado will sync with your email, allowing you to send messages directly within the platform.
Link Your Payment Processor
Next, you’ll want to set up a payment processor. This step allows you to easily send invoices and receive payments through Dubsado, creating a seamless experience for your clients. Dubsado currently integrates with PayPal, Stripe and Square, making it easy for you to choose the best option for your business.
Steps to Link Your Payment Processor in Dubsado:
Go to Settings > Payment and Invoices: Go to the Payment Settings section
Select your Country and Currency: Use the drop-down to select and then hit continue.
Follow the Prompts: Log in to your account and complete the setup as prompted by Dubsado.
Verify Connection: Once connected, you’re ready to start accepting payments directly within Dubsado.
Linking your payment processor will streamline the billing process, allowing you to create invoices and track payments without ever leaving Dubsado.
Connect Your Calendar and Conferencing
To manage your schedule and book meetings seamlessly, the next step is to connect your calendar. Dubsado integrates with Google Calendar and iCal, helping you keep track of important appointments and deadlines. Additionally, you can set up a conferencing tool like Zoom, which can be integrated directly into Dubsado for easy client scheduling.
Steps to Connect Your Calendar in Dubsado:
Go to Calendar > Calendar Settings
Link Your Calendar Account: Choose Link Calendar follow the prompts to log in and authorize Dubsado.
Enable Conferencing (Optional):
Go to Settings > Integrations > Conferencing. Select Connect.
Select Enable Conferencing.
Select a calendar to connect and click Finish Setup.
With your calendar and conferencing tools set up, you can keep your schedule organized and minimize the back-and-forth often involved in scheduling appointments.
Add Your Email Signature
A branded email signature reinforces your business’s professionalism and helps create a memorable impression. Setting this up in Dubsado ensures that every email you send through the platform includes your contact information nd branding.
Steps to Add Your Email Signature in Dubsado:
Go to Templates > Canned Emails > Signature
Include Your Details: Add your name, business name, phone number, and any relevant links, such as your website or social media.
Save Changes
This signature will appear on all emails sent from Dubsado, ensuring every communication is polished and branded.
Creating a Simple Inquiry Workflow in Dubsado
Once your basic settings are complete, you’re ready to set up a simple inquiry workflow to start capturing and qualifying leads. The workflow will allow you to automate responses and manage potential clients effortlessly. Here’s how to set it up.
Step 1: Create a Lead Capture Form
A lead capture form is a crucial tool for gathering initial information about prospective clients. This form should include only essential fields, as too many fields can discourage people from completing it. Here’s an example of a lead capture form optimized for conversions.
Sample Lead Capture For Fields:
Name
Email Address
Phone Number (Optional)
Project Type: A dropdown menu or multiple-choice list (e.g., “Wedding Photography” or “Business Consultation”)
Preferred Contact Method: Email or phone, allowing you to tailor communication to their preference.
Project Details; A short text field for additional information
How Did You Hear About Us? (Optional): A dropdown menu (e.g., referral, website, social media)
Prop Tip: Map specific fields in the lead capture form to your Dubsado project fields, such as “Name” or “Project Type.” This keeps everything organized as leads convert to projects. Avoid mapping the project date, as this can automatically block off dates on your calendar before the lead becomes a confirmed booking.
Step 2: Create the Workflow
Now that your lead capture form is ready, it’s time to set up an automated workflow to manage incoming inquiries. This simple workflow will include an automated email response, an optional pricing guide, and steps to move the lead through your qualification process.
Basic Inquiry Workflow Steps:
Send Automatic Thank You Email: Upon form submission, send an email to thank the client for their inquiry. Let them know when they can expect a follow-up and provide any relevant information.
Include a Pricing Guide (Optional) If you’d like, you can attach. pricing guide to this email. (You can refer to our guide on creating an effecting pricing guide here).
Change Project Status to “Qualify Lead”: This will help you keep track of all leads in the qualification stage, allowing you o see at a glance which clients are inquiring and which ones have progressed to booking.
Decide on Next Steps for Booking or Qualification:
Scheduler for Consultation: If your business model includes consultation calls, set up a scheduler to allow the client to book a time with you. The client will receive an email with the link, and Dubsado will automatically send a confirmation.
Direct Booking for Paid Sessions: Alternatively, you could send a scheduler link for the client to book a paid session with you directly. This can work well for service-based businesses like coaching or consulting.
Continue with email Exchange: In some cases, it may be simpler to follow-up via email rather than setting up a scheduler. This might be preferred if more back-and-forth is needed to establish project details
Attach Workflow to Lead Capture Form: To fully automate the process, you’ll need to attach your inquiry workflow to the lead capture form. This way, whenever a lead completes the form, the inquiry workflow will start automatically, allowing you to focus on engaging with potential clients without manually initiating each workflow.
Steps to Attach Your Workflow:
Go to Forms: In Dubsado, navigate to Forms and select your lead capture form.
Go to Form Settings: Click on the gear icon to open up the form settings.
Select the Default workflow: Use the dropdown to select the workflow that you would like to attach.
Save Changes: Be sure to save your form with the attached workflow.
Once this step is complete, every new inquiry submitted through this form will trigger the inquiry workflow, sending your automated responses and updating project statuses automatically. This setup streamlines your lead management, ensuring a quick and organized follow-up with every new lead.
Bonus Tips for Optimizing Your Workflow
Test the Workflow: Before going live, run through the workflow yourself or with a friend to ensure everything is functioning as expected.
Customize Email Templates: Use Dubsado’s canned email templates to personalize messages and add any additional instructions or follow-up details that suit your business.
Monitor Project Statuses: Regularly review project statuses in Dubsado to ensure all leads are progressing as expected. This can also give you insight into which leads might need additional follow-up.
Not Sure How to Customize Your Workflow? Reach Out for Help!
If you’re finding it difficult to determine which workflow or lead capture form is best for your business, or if you’re unsure how to structure Dubsado for your unique needs, I’m here to help. As a Certified Dubsado Specialist, I can guide you through creating a system that works best for your industry and ensures a smooth, efficient process for you and your clients. Feel free to reach out-I’d love to discuss how we can make Dubsado work for you!