Dubsado Appointments vs. Schedulers: The Small Detail That Makes a Big Difference
This is one of those tiny Dubsado details that feels harmless… until a client doesn’t get an email and you’re sitting there like, “Wait… didn’t I schedule that?” 👀
If you’ve ever added something to your calendar inside Dubsado and assumed your client was automatically notified — you’re not alone. I see this all the time. And honestly, the wording inside Dubsado doesn’t help.
Because here’s the thing…
There are two different ways to put appointments on your calendar.
They look similar.
They live close together.
But they behave very differently.
One is for you.
One is for your client.
And if you mix them up, no emails go out, no reminders are sent, and suddenly it feels like Dubsado “isn’t working” (when really, it’s doing exactly what you told it to do).
Let’s slow this down and clear it up ✨
The appointment feature (aka just for your brain)
Inside a project, you can click on the calendar and simply add an appointment.
You give it a name.
You choose a date and time.
It lands on your calendar.
And that’s it.
This type of appointment is labeled as an event inside the project. It’s purely informational. A digital sticky note for you as the business owner.
No emails are sent.
No confirmations.
No reminders.
If you check the project’s email history, you’ll see nothing new went out — because this feature isn’t meant to communicate with your client.
It’s great for:
- Internal reminders
- Blocking time
- Keeping track of things you already discussed
But it is not client-facing.
The scheduler feature (this is the one that emails clients)
If you actually want your client to receive:
- A confirmation email
- Calendar details
- Reminder emails
You need to use a scheduler.
Schedulers are built to communicate. This is what triggers emails to the primary contact on the project.
Instead of just adding an appointment, you’ll go to:
Project → Appointments → Schedule Appointment → New Scheduling Request
This is where the magic happens 🪄
You can:
- Choose the call length
- Set how far out someone can book (I love a rolling window so people aren’t booking six months ahead)
- Add a location (phone call, Google Meet, etc.)
- Control confirmation and reminder emails
This is what your clients expect when something is officially booked.
Why scheduler templates save you so much time
Here’s where I see people overcomplicating things.
If you book the same type of call more than once (60-minute consults, onboarding calls, check-ins), you do not want to recreate this every time.
Instead, create a scheduler template.
Set it up once:
- Duration
- Booking window
- Location
- Confirmation and reminder emails
Then, when you need it, you just pull the template into the project.
That way:
✔️ Everything is already configured
✔️ Emails go out automatically
✔️ You’re not re-doing admin work over and over
If it’s a true one-off, a new scheduling request is fine. But if it’s recurring — give yourself the gift of a template.
(Your future self will thank you.)
Booking for your client (and still sending emails)
If you talk with a client and decide on a time together, you can still use the scheduler.
Here’s the key step people miss:
After creating the scheduling request, go to Appointments → Pending, open it up, select the agreed-upon time, and submit.
When you do that, Dubsado sends the confirmation automatically.
Even if you didn’t attach a custom confirmation email to that scheduler, Dubsado will pull from your canned email settings and send an appointment confirmation for you.
Which means:
✔️ Client is informed
✔️ You don’t have to manually email
✔️ Everything is logged in the project
The simple takeaway (this week’s permission slip)
Here’s the easiest way to remember it:
Appointments = for you
Schedulers = for your client
If no one needs an email, use an appointment.
If a client needs confirmation, reminders, or details — use a scheduler.
And if you’re booking the same call more than once?
Create the scheduler template once and reuse it.
That’s it. No complicated system. No overhaul. Just using the right tool for the right job (and letting Dubsado do what it’s good at).
Closing
This is one of those small backend shifts that creates so much more clarity — for you and your clients.
And if Dubsado has ever felt a little confusing… you’re not behind. You’re just learning where the lines are drawn.
With systems and a touch of magic on your side,
Lauren ✨
P.S. If you want to avoid other common Dubsado hiccups, you might also love:
- Dubsado mistakes to avoid
- How to manage vendors in Dubsado
- Setting up autopay the right way in Dubsado
