The Dubsado Workflow You Hope You Never Have to Use (But Need Anyway)
You get an inquiry. You read through it. And your gut immediately knows.
It’s not that they did anything wrong, exactly. Maybe they’re asking for a discount before you’ve even had a conversation. Maybe it’s the way they described their last photographer or designer — with a little too much frustration and not enough ownership. Maybe it just… doesn’t feel right.
And instead of trusting that feeling, you open a blank email and stare at it for twenty minutes.
What do you even say? How do you say no without sounding rude? Do you just… not respond? (Ghosting feels worse for everyone, including you.)
Saying no is part of running a healthy business. But without a system for it, it becomes this whole thing every single time. The mental load, the second-guessing, the draft you abandon and come back to three days later…
What if it just didn’t have to be that way?
This is honestly one of my favorite workflows to have ready in Dubsado. I hope I never have to use it. But knowing it’s there? I feel so much more equipped — for myself, and for the potential client on the other end, too.
What the “Not a Good Fit” Workflow Actually Is
It’s exactly what it sounds like: a simple, pre-built workflow in Dubsado that’s sitting there ready for the moment you need to turn someone away gracefully.
The point isn’t to automate rejection (lol). It’s to remove the friction… so you can act on your instincts instead of getting stuck in your head about it.
You have a canned email drafted. The workflow knows what to do with it. You move on.
Four steps. That’s it. But first — the email. That’s the only thing you need to have ready before you build anything.
(New to Dubsado workflows altogether? This post walks through the setup basics so you have a solid foundation before you dive in.)
Writing Your “Not a Good Fit” Emails (Yes, Plural)
I’d actually recommend having a couple of variations depending on the situation, because “I’m fully booked on your date” and “I don’t think we’re the right fit” are pretty different conversations.
A few scenarios worth having templates for:
Already booked on their date. Clean and direct. You might even add a referral here — if you have a colleague with a similar style who might be a great fit for them, that’s a genuinely warm touch.
Simply not available. No explanation needed. A kind, clear no is genuinely kinder than a vague yes.
A vibe or values mismatch. This one’s the hardest to write, but it’s the most important one to have ready. Something like: “Thank you so much for your time. After further review, I don’t believe we’re the right fit at this point.” You don’t have to explain yourself. You don’t have to over-apologize. Just communicate clearly and professionally — and move on.
(And yes, in the video I said “maybe you just need therapy first and then come to me” — which, honestly, is a valid reason to have on your mental list even if it doesn’t make it into the actual email. 😂)
I have free plug-and-play canned email templates right here — already formatted with Dubsado smart fields so you can drop them straight into your account. Grab them, customize the copy to sound like you, and you’re ready to build.
Building the Workflow in Dubsado (4 Steps)
Head to Workflows, create a new one, and add these four steps in order:
Step 1: A to-do first
Add a to-do as the very first step in the workflow — something like “Edit next email.” No assignee, no email reminder. The point is that this shows up as a visual cue before anything fires.
Even on Dubsado 3.0 (which has an “add and review” feature), I still recommend this. If you or a client adds the workflow to a project and forgets to click review, that email goes out automatically. The to-do is your safety net.
Step 2: Send the email
Your canned email goes here, and it only sends after that to-do is checked off. So nothing goes out until you’ve had a chance to review and customize it for the specific person. You might not change a word. You might want to add something. Either way, you get to decide.
Step 3: Tag the project
Add a tag like “Not a Good Fit,” “Not Available,” or “Out of Budget.” This is for you, not the client. It lives quietly on the project and makes your reporting so much more useful down the road. Future you will genuinely thank present you for this one. 👀
Step 4: Archive the project
The final step archives the project and clears it from your view. Out of sight, out of mind — and your dashboard stays clean and focused on the people you’re actually working with.
And if you want to see how this fits into a bigger automation picture, this post on the 4 must-have Dubsado workflows is a good next read.
How to Actually Use It on a Project
Once the workflow is built, you just pull it up when you need it. Open the project, go to their flows, and add the template.
It sits there waiting until you’re ready to move forward.
Check off the to-do. Review the email (and tweak it if you want). Send. The tag gets applied, the project gets archived, and you move on with your day.
The whole thing takes maybe two minutes once it’s set up. And the best part is you’re not making a decision from scratch every time. You’re not staring at a blank email at 10pm wondering how to be kind and professional at the same time.
You just act.
One Last Thing Before You Go
Build this today — even if you can’t imagine needing it right now.
The goal isn’t to use it constantly. The goal is to feel equipped when your gut speaks up. Open Dubsado, create a new workflow, add those four steps. Grab the free email templates if you want a head start, drop them in as canned emails, and connect them to the workflow. ✔️
That’s it. Safety net built.
(And if you’d love help getting the bigger picture of your Dubsado set up in a way that actually works for your business, a free clarity call is the best place to start. That’s exactly the kind of thing we dig into together.)
Saying no isn’t the end of the relationship. It’s just a boundary — and having the system to communicate it clearly is one of the most professional, client-centered things you can do.
Clear is kind. And now you’ve got the workflow to back it up. 🤍
With systems and a touch of magic on your side, Lauren ✨
