I tried something new this spring… and learned a lot 👀

This spring, I did something a little different.

Instead of working one-on-one with clients (my usual rhythm), I hosted a small, in-person cohort for female business owners here in my town of Lynchburg, Virginia. It included workshops, masterminds, a retreat, journals, and a book… and honestly, it stretched me in the best way.

It also forced me to think differently about systems.

Because suddenly, I wasn’t just onboarding a client.
I was onboarding a group.

Applications. Contracts. Invoices. Payment plans. Community access.
All the things… but multiplied.

I already use Dubsado every day in my business (and I love it), so naturally I asked myself:

“How much of this can Dubsado handle for a paid membership or cohort?”

Turns out… a lot.
But also — there are some things I’d absolutely change next time.

So if you’re thinking about hosting a cohort, a small membership, or even a short-term mastermind and wondering whether Dubsado can support it, let me walk you through what I did, what worked, and what I’d do differently. ✨

---

How I initially set up my cohort (and where it got clunky)

I knew from the start that I wanted things to feel intentional but not heavy.

So instead of jumping straight into applications inside Dubsado, I started with a Google Form as an interest form.

Why Google Forms?

Honestly… it was simple.
Everything landed neatly in a spreadsheet, I could see all applicants at once, and it made emailing people super easy (either through Gmail or a quick mail merge).

Once someone was approved, I sent them to a sales page on my Showit website that explained the cohort and the pricing options:

• One-time payment
• Or three monthly payments (since the cohort was only three months long)

From there, they clicked through to a public proposal in Dubsado where they:
✔️ Re-selected their payment option
✔️ Signed the contract
✔️ Paid their invoice

And this is where I started noticing friction.

It worked… but it felt like too many steps for the women joining.
Sales page → choose option → Dubsado → choose again → sign → pay.

It was fine for me.
But confusing for them.

That’s usually my cue that a system needs simplifying. 👀

---

What I’d change next time (and why proposals are doing the heavy lifting)

If I were running this same cohort again, I’d still keep the interest form in Google Forms at first. I like having that low-commitment entry point.

But once I’m actually accepting applications?

Everything moves into Dubsado.

Here’s what I’d do instead:

• The application itself would be a proposal (no contract, no invoice yet)
• That proposal would:
  • Create a project
  • Notify me someone applied
  • Automatically send a “thanks for applying” email with next steps

Once I decide to move forward with someone, I’d send one final proposal that includes:
✔️ A summary of what they’re joining
✔️ Their selected payment option
✔️ The contract
✔️ The invoice

All in one link.

No website page.
No re-selecting packages twice.
No unnecessary clicks.

Dubsado proposals can look and feel like a sales page anyway (which still feels kind of magical to me), and since this was a private, local cohort, I didn’t need SEO or Google visibility.

Less tech.
More clarity. 🤍

---

Where the actual community lived (and why I still love Circle)

Once someone officially joined, nothing else really happened inside Dubsado… except billing.

The community itself lived inside Circle.

If you’ve never used Circle, think:

• Like a Facebook group
• But calmer
• And without Facebook energy 😅

It’s great for discussions, resources, and connection.

I used Zapier to connect the two:

• When a Dubsado project moved to “Cohort Member”
• Zapier invited them into Circle
• They received a welcome email letting them know access was coming shortly

There’s a small delay (Zapier is not instant), so setting expectations mattered.

Could I have billed directly through Circle?
Yes.

But at the time, Circle didn’t allow:

• Signed contracts
• Limited payment plans (only ongoing monthly or one-time)

And I really wanted that extra layer of commitment that comes from signing a contract.

That’s a personal preference… and probably my “former corporate leasing world” showing. 🫶

---

Should you use Dubsado for memberships? Here’s my honest take

There’s no single “right” setup here.

But these questions will guide you:

• Is this a short-term cohort or experience?
• Do you need contracts + invoices together?
• Do you care about SEO for your sales page?
• Are payments limited or ongoing forever?

If you’re running an ongoing monthly membership, I would not use Dubsado alone.
I’d collect payments directly inside the platform where the membership lives (Circle, Kajabi, etc.) so access is handled automatically.

But…

If you already use Dubsado for clients and you’re offering:

• A short-term cohort
• A limited membership
• Or a structured experience with payment plans

Dubsado can absolutely work — especially now that you can require autopay for credit card payments.

(And if you need help with that part, this post will walk you through it step by step:
👉 https://thesmartercreative.com/dubsado-autopay-setup/ ✔️)

---

A simple takeaway if you’re planning a cohort ✨

You don’t need the perfect system.

You need one that:

• Makes sense to your people
• Doesn’t overload your nervous system
• And feels supportive, not rigid

Start simple.
Notice where people get confused.
Then refine.

That’s not failure — that’s systems evolving alongside you.

I’m really grateful I hosted this cohort. It stretched me, taught me a lot, and confirmed that our businesses get to breathe… even when we’re trying something new. 🪄

With systems and a touch of magic on your side,
Lauren ✨