Dubsado Tips

How to Use the Dubsado Scheduler to Manually Book Appointments for Your Clients

January 24, 2025

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I'm Amy - Dubsado Systems Strategist. I love to help female entrepreneurs work less, make more & WOW clients with systems and automation.

Meet Amy

You’re going to love this Dubsado Scheduler tutorial if you’re a creative business owner who likes to stay in control of your schedule. Maybe you aren’t comfortable just sending a scheduling link or maybe you want to have more control over when and where appointments are scheduled. No matter which boat you’re in this Dubsado tutorial is for you.

We’re diving into the world of manual scheduling in Dubsado and why it might be exactly what you need to stay in the driver’s seat of your business. I’m also going to explain why this is better than just manually adding an appointment to your calendar and how it can help you create a more incredible client experience and avoid no-shows.

This is something I’ve explained over and over when working with my Done For You Dubsado clients and my VIP Day clients. They’re dead set against using the scheduler with a booking link because they need to coordinate with other team members or have more control over when and where they’re meeting people. (For example home stagers typically want to coordinate when they’re staging a home and de-staging a home to avoid driving back and forth across town with a truckload of furniture.) When they hear about this tip, they’re all about using the scheduler this way and you might be too. Let’s dive in!

Here’s What We’re Covering in this Dubsado Tutorial

Why Manual Scheduling Might Be the Right Move for You

Watch the YouTube video tutorial

How Dubsado Schedulers are USUALLY Used

How to Schedule Appointments in Dubsado: The Manual Way

How to Schedule Appointments Manually with Dubsado’s Mobile App

Woman using the dubsado scheduler to book a client appointment

Why Using the Dubsado Scheduler Manually to Book Appointments Might Be the Right Move for You

When you’re running a creative business, things aren’t always one-size-fits-all . You might be managing a team, handling inventory, or coordinating a complex project where timing needs to be spot-on. Whether you’re a photographer juggling shoot locations, an event planner organizing multiple vendors, or a designer handling client feedback in real time—manual scheduling lets you work more intuitively and personally with your clients.

This hands-on approach to scheduling can save you time, prevent conflicts, and ensure your appointments fit seamlessly into your existing schedule.

Rather watch this than read it?

How Dubsado Schedulers are USUALLY Used

Dubsado schedulers are typically used to automate the process of booking client appointments by sending them a link. They click the link, and select a time that works for them based on your pre-set availability. This feature is especially helpful for businesses that need to streamline their scheduling process, allowing clients to book consultations, meetings, or services without the back-and-forth of finding a time. (AKA Scheduler ping pong.) The scheduler connects seamlessly with your calendar apps like Google Cal, iCal and Outlook. It’ll check to make sure you don’t have other appointments booked so you don’t end up having to reschedule because your scheduler double booked you. It’s perfect most of the time. Unless, you need more control and that’s where manual scheduling comes in.

How to Use the Dubsado Scheduler The Manual Way on the Desktop Version

Dubsado offers you an easy way to take control of your appointments without relying on a scheduling link. It’s perfect for those moments when you’re having a conversation with a client and need to lock in an appointment right away. Here’s how you can do it:

  1. Find Your Client’s Project
    Log into your Dubsado account, find the client you’re working with, and head to their project tab.
  2. Go to the ‘Appointments’ Section
    Once you’re in their project, navigate to the ‘Appointments’ tab. If no tasks are pending, simply click “Schedule Appointment” to get started.
  3. Select a Scheduling Template
    Dubsado lets you choose a scheduling template that fits your appointment type (consultation, meeting, photo session, etc.). You can customize these templates to suit your needs.
  4. Adjust Appointment Details
    You can tweak the duration, set the right time zone, and make sure it aligns with your client’s availability—without any back-and-forth.
  5. Confirm & Notify Your Client
    Once you’ve scheduled the appointment, Dubsado will send the client a confirmation email with all the details. You’re done—just sit back and let the system handle the rest!

How to Schedule Appointments Manually with Dubsado’s Mobile App

One of the coolest features of Dubsado is its mobile app. Whether you’re at a client’s office, on-site for an event, or just out and about, you can manage your appointments directly from your phone. No more worrying about double-booking or missing important meetings while you’re on the go.

Watch my quick tutorial on YouTube.

Get More Time Back with Smart Systems

If you’re feeling overwhelmed by all the little moving parts in your business, it’s totally normal. But there’s good news: You don’t have to figure it all out alone! If you want to streamline your processes and make sure you’re setting up your business to run smoothly, I’d love to help. Whether you need a custom Dubsado setup or a VIP day to fine-tune your systems, I’m here to help you work smarter, not harder. Book a free discovery call with me to see how I can help you.

Wrapping It Up

Using the Dubsado Scheduler to manually book appointments is a powerful tool in Dubsado for any creative entrepreneur who needs a little more control over their calendar. By managing your appointments directly, you’ll avoid miscommunication, eliminate scheduling conflicts, and save yourself valuable time.

So, how do you prefer to manage your appointments? Do you like the hands-on control of manual scheduling, or do you prefer to send clients a scheduling link and let them choose? I’d love to hear your thoughts in the comments!

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