Have Dubsado but Haven’t Set It Up Properly? Here’s Where to Start

Bottom line up front: Before you build a workflow in Dubsado, map your client process outside the platform. Check your settings and connections, then list the emails, forms, and schedulers you’ll need. Start with one part of your process, such as lead capture. Build the pieces, connect them in a workflow, and test everything before using it with clients.

If you’ve had Dubsado for a while but it still feels like a fancy digital filing cabinet you’re barely using, you’re not alone.

Maybe you signed up in a moment of “there HAS to be an easier way to do this,” opened Dubsado, poked around a bit, and quietly backed away when it started to feel overwhelming.

Or maybe you already have a process that works, but you’re not sure how to bring it to life inside Dubsado.

Either way, having a plan and building things in a helpful order can make your Dubsado setup a whole lot easier.

Before You Set Up Dubsado, Map Your Process Off-Screen

I know. You came here to set up Dubsado, and I’m telling you to get out of Dubsado first.

Take it from a Dubsado Pro: when you skip the planning step, it’s easy to spend extra time redoing things later.

I like using MeisterTask to map a process, but sticky notes, a notebook, a Google Doc or a whiteboard work too. Whatever floats your boat.

Write out what happens from the first inquiry through project wrap-up. For a wedding photographer, that might look something like this:

• A lead fills out your inquiry form.
• You respond and share your pricing.
• They schedule a consultation.
• You send a proposal, contract and invoice.
• They sign and pay.
• You send a welcome email and questionnaire.
• You schedule the engagement session and guide them through the next steps.

Don’t worry about how Dubsado will handle each step yet. Just get your process out of your head and onto paper.

Already have your process mapped? Great! Pull out what you’ve created and review it. You don’t need to start from scratch.

Look for Gaps and Opportunities

Once you can see your process, ask yourself:

• Does my client know what happens next?
• Am I sending the same information over and over?
• Are there long stretches where my client doesn’t hear from me?
• What questions do clients ask at each stage?
• Which steps do I want to handle personally, and which could Dubsado help me with?

For example, are you hunting around for all the flat lay items on a wedding day? You could send an email a week or two beforehand asking the couple to have someone gather those items in one place.

That small touchpoint helps you prepare and gives your clients one less thing to think about on their wedding day.

Check Your Dubsado Settings and Connections

Now it’s time to log in. We’re still not building workflows quite yet, though.

First, check the foundational pieces:

• Connect and verify your email.
• Add your logo, brand colors and email signature.
• Connect your payment processor.
• Connect your calendar if you’ll use Dubsado schedulers.
• Check your time zone, currency and other business settings.
• Connect tools like QuickBooks or Zapier if you’ll be using them.

It’s incredibly frustrating to build a beautiful workflow and then realize something isn’t connected the way you expected. A little time in your settings now can save you some backtracking later.

Make a List of What You Need to Build

Look at your process map and make a list of the pieces that support each step. Think emails, forms, payment plans and schedulers.

For an inquiry process, that list might include:

Emails

• Inquiry confirmation
• Invitation to schedule a consultation
• Follow-up for someone who hasn’t booked a call

Forms

• Lead capture form
• Pricing guide or proposal, depending on your process

Scheduler

• Consultation or discovery call

Don’t forget the emails that go along with your forms and schedulers. Your client needs to know what you’re sending and what you’d like them to do with it.

And check what you already have! That email you’ve been copying and pasting can become a canned email in Dubsado. Give it a quick review, make any updates, and add it to your list.

Does making a list for your entire client experience make your eyes glaze over? Start with just the pieces you need for your lead capture workflow. You can tackle the rest one phase at a time.

Start with One Lead Capture Workflow

I like starting here because it’s a process every new inquiry goes through.

Picture this: someone fills out your website inquiry form. Their information lands in Dubsado, and they receive a helpful response. You might invite them to schedule a call right away, or create a task to review their inquiry first.

You get to decide what makes sense for your business.

Maybe you need to check a wedding date before offering a consultation. Maybe every inquiry receives a pricing guide and scheduling link automatically. Your workflow should support the process you want your clients to experience.

Build the Pieces, Then Connect Your Workflow

Once you know what you need for your lead capture process, create the pieces you listed:

1. Write or update your canned emails.
2. Create your lead capture form and any other forms you need.
3. Set up your consultation scheduler, if you’re using one.
4. Build the workflow that connects those pieces.

For each workflow step, decide what should happen and when. You can also choose where you want to review something before it goes out.

Test, Tweak and Then Expand

Before you start sending every new lead through your setup, test it yourself.

Fill out your lead capture form as if you’re a potential client. Then check:

• Did a new project appear in Dubsado?
• Did the right email arrive when you expected it?
• Do the links and scheduler work?
• Are your tasks showing up?
• Is it clear to the client what happens next?

If something feels off, tweak it and test again. Once your inquiry process is working the way you want, you can move on to booking, onboarding, and the rest of your client experience.

You don’t have to build everything at once. Getting one part working well is a great place to start.

Want Help Making a Plan?

If mapping your process and figuring out what to build still feels like a lot, this is exactly what we can work through together in a 90-minute Systems Strategy Session.

Bring the process notes, emails, and forms you already have. We’ll talk through your client journey and map out a plan for your Dubsado setup. You’ll leave confident in your client experience. Plus you’ll know exactly what to build in Dubsado and how to set up your workflows.