How to Set Up Your First Dubsado Workflow (Without the Overwhelm)
If you’ve ever opened Dubsado… stared at the screen… and immediately closed it again—you are not alone.
So many creative business owners know they should be using workflows—but instead, you’re manually sending emails, forgetting follow-ups, and feeling like your client experience is all over the place.
Let’s fix that.
In this post, I’m walking you through exactly how to set up your first Dubsado workflow—step by step—so you can go from chaos to a streamlined, automated client experience.
The 4 Phases of Your Client Journey (That You Should Automate)
Before we even touch workflows, you need to understand this:
Your client experience isn’t just one step—it’s a journey.
Inside Dubsado, there are four key phases you want to automate:
- Inquiry – when someone first reaches out
- Booking – contracts, invoices, and getting them officially on your calendar
- Active Project – working together
- Offboarding – wrapping up, testimonials, next steps
Today, we’re focusing on the inquiry phase—because that’s where most people get stuck.
Step 1: Plan Your Inquiry Workflow First (Don’t Skip This)
Before you build anything in Dubsado, you need a plan.
Your inquiry workflow should answer:
- What happens when someone fills out your contact form?
- How do they book a call?
- What happens if they don’t book?
- What emails do they receive along the way?
There are two main entry points you can use:
- A contact form
- A scheduler (discovery call booking)
You can use one—or both (I personally use both).
Step 2: Create a Better Inquiry Form
This is where most people overcomplicate things.
You have two options:
- A short form (quick + easy)
- A more detailed form (better for qualifying leads)
Here’s the truth:
If you rely on a second form later… most people won’t fill it out.
So instead, include the key questions upfront in your main inquiry form. This helps you:
- Understand your client faster
- Prepare for your call
- Avoid chasing missing info
Step 3: Write Your Canned Emails First
Before building your workflow, you need your emails ready to go.
At minimum, you’ll want:
1. Inquiry Response Email
- Thanks them for reaching out
- Links to your pricing/services guide
- Invites them to book a call
2. Follow-Up Email
- Sent if they don’t book
- Simple check-in: “Any questions?”
3. Discovery Call Confirmation
- Confirms date + time
- Includes call link
- Links back to your offer
4. Reminder Emails
- 24 hours before
- 1 hour before
💡 Pro tip: Use smart fields (like first name + scheduler links) to personalize everything automatically.
Step 4: Set Up Your Discovery Call Scheduler
Your scheduler is what connects everything.
Inside Dubsado, you’ll:
- Create a discovery call event (15–30 minutes is typical)
- Set your availability
- Add a video link (Zoom or Google Meet)
- Turn on automatic reminders
- Prevent same-day bookings (highly recommend 24-hour notice)
You can also:
- Add a buffer time between calls
- Attach a form (if using scheduler as your entry point)
Step 5: Build Your Workflow
Now you’re ready to actually build your workflow.
Here’s a simple structure to follow:
When form is submitted:
→ Send inquiry response email (with scheduler link)
If they don’t book:
→ Send follow-up email after ~3 days
→ (Optional: require manual approval before sending)
When they book a call:
→ Change project status to “Call Booked”
→ Pause the workflow (so no extra emails send)
Important:
Your call confirmations and reminders are handled inside the scheduler—not the workflow.
Step 6: Set Project Statuses
This is a small step people often miss.
Create statuses like:
- Lead Captured
- Call Booked
These help you:
- Stay organized
- Track where every lead is
- Trigger the right automations
Step 7: Embed Everything on Your Website
You have two options:
Option 1: Contact Form
Embed your inquiry form → triggers workflow → sends scheduler
Option 2: Scheduler First
Embed your scheduler directly → client books immediately
Both work. It depends on your preference.
Step 8: Test Everything (Seriously—Do This)
Before going live, test your workflow like a real client.
- Submit the form
- Book a call
- Check every email
- Confirm statuses update correctly
This is how you catch:
- Broken links
- Missing emails
- Workflow errors
If Dubsado Still Feels Overwhelming…
Let’s be real—this can feel like a lot the first time you set it up.
But once your inquiry workflow is done?
You’ve built the foundation for your entire client experience.
If you’re still feeling stuck, you don’t have to figure it out alone.
👉 Book a clarity call and let’s map this out together:
https://www.thesmartercreative.com/call
Or explore more systems + workflow tutorials on the blog:
https://thesmartercreative.com/blog/
Final Thoughts
You don’t need a perfect, complex setup to get started.
You just need:
- A clear plan
- A few strategic emails
- One simple workflow
Start there—and build from it.
Because the goal isn’t just to “use Dubsado.”
It’s to create a client experience that runs smoothly without you.
