How to automate your client on boarding process with Dubsado (Part II).


Now that you have a foundation, it's time to start creating the actual workflow!

First of all, I'd like to say that this is by no means the only way to make a workflow, this is just the way that I did it. Below you will see the steps that I completed, in order, before finishing the workflow for each service. Everything that I mention can be found on the left sidebar of Dubsado underneath the Templates tab.


1. Packages

First, I set up the overall pricing for my packages. In order to implement any invoicing/payment schedules to your workflow, you need to make sure the cost of the package is defined.




2. Payment schedules

This will come in handy later as you're setting up the actual workflow. I set my payment schedule as ONLY my initial 50% down 1 day after the contract is signed, however, yours might be different depending on which services you provide. Since, in my case, the final invoice payment is all relative to when the project ends, it didn't make sense for me to list that out. Though, maybe in the future, that will change!





3. Forms




Add in (if you haven't already) a contract. If you have multiple contracts, make sure you name them in a way that you'll be able to pick out the right one per service for your workflows!



This is the big one! Refer to the steps in in the worksheet that you previously listed out. Are there any that require a questionnaire to be filled out? For me, after someone finishes filling out the general form on my website, an automated intro email sends out the questionnaire "[Service]: a little more insight" attached. This dives into the specifics of the project (timeline, business info, etc.) Later on in the process, I send out the "Client Homework", which I used to do separately in Dropbox. Having this all in one place makes it so much easier for me!



4. Workflow actions

At this point you're probably reflecting on the amount of effort this is taking, but just think about all the time you will be saving in the future! You got this.

Go to the "Templates" tab in the left hand side bar and click "Workflows". Click "Add a Workflow" in the top right hand corner and name it. I based mine off of the exact services I offer (this will make connecting your workflow to a service easier later on when we implement it into your contact form).

Select your payment schedule that you already made for the service, and then start adding actions. This is where it's handy to look at all of the steps you already listed out for each workflow. Keep in mind, no matter which item you click, it will always send with an email. So if you click "Form" you will be able to write up an email explaining what the form is about.

You are able to select when this action will trigger. All of the steps in my workflows are all relative to the previous action. So my contract/project start date email will not send until the form that was previously sent is completed. If you are having trouble understanding what everything means, I found this article by Dubsado to be especially helpful.



5. Repeat for all workflows

Once you have one workflow complete, you have the option of duplicating it out to save you some time creating the rest.



6. Setting up your lead capture form

After you finish setting up all your workflows, you'll need to connect them to a service in your lead capture form. This is the spark plug of the whole process. 

Go to the "Forms" tab in the side bar and click "Lead Capture Form" on the right hand side. If there is one there already, feel free to edit that one! Or, click the plus symbol to start from scratch. 

In the Edit mode, decide what questions you would like to ask a potential lead. This form will go on your "Contact" page of your site, so be as specific or as general as you would like. As I said before, I kept mine pretty general, only asking Name, Email, Business Name, and Service Interest In. As you're setting up your questions, there should be an option "Maps To", which is how your lead will get put into Dubsado. So for my example, Name maps to Client First Name into Dubsado, Email maps to Client Email in Dubsado, and so on and so forth. 

Maps To.JPG

In order to set up your "What service(s) are you interested in?" question, you'll have to click the Workflow button. Name the service from your site on the left hand side of the form and connect it to a workflow that you had set up on the right hand side of the form. 




7. Embedding your lead capture form on your Squarespace site

While you are able to embed your lead capture form on multiple platforms (check that out here), this is how I did it for Squarespace. Click on your Lead Capture Form from the Forms page and click the button that says Share in the top right hand corner.



In the modal that pops up, copy the Iframe code.


Copy IFrame Code.JPG

Now go to your Squarespace site. Click your contact page in the left hand side bar, and then add a new block on the page. Scroll down to More and click the Code button.


Add Code.JPG

Then just paste the code that you had copied from Dubsado in the box that pops up. Feel free to get rid of the  <p>Hello, World!</p> that shows up in that box so that your code is the only thing in there.



8. Test it out!

So the first time around, I tried testing it myself by filling out the form and putting my personal email rather than my work email. I wasn't able to successfully test out the workflow because it knew that I was an admin. So I suggest having a family member, friend, fellow creative help you out with this one! Let them go through all the steps as if they were a potential client. This is also a great way to get another perspective and feedback on your work!



That's it! Now you can sit back and relax knowing that you have just made your business WAY more efficient. If you have any more questions, feel free to ask! Or you can look at the How To's and Webinars on the Dubsado website. They have been extremely helpful for me as I'm learning everything Dubsado has to offer!