There are two ways to share a scheduler in Dubsado: publicly, so anyone can book, or through a project, so a specific client can book. The method you choose affects whether a project is created, how client information is collected, and what your client sees when they book.
Sharing a scheduler publicly
Public sharing means embedding a scheduler on your website or sending the direct link to someone who does not yet have a project in Dubsado. It is the right choice when you want to bring new clients into Dubsado — for example, a free consultation booking page on your website, a mini session sign-up, or a workshop registration link.
To get your public link or embed code:
Navigate to Events ➔ Scheduler Templates and select the template you want to share.
Click the Share button (share icon) on the toolbar.
In the popover that opens, choose what you need:
Under Public Link, click Copy Link to copy the direct booking URL.
Under Embed Code, click Copy Code to copy the embed snippet for your website.
By default, appointments booked through a public scheduler are not tied to a project. Dubsado strongly recommends attaching a lead capture form or a public proposal to your scheduler so that a project is automatically created when someone books. For setup instructions, see the article on adding a form to a scheduler.
Without a lead capture or project-creating proposal attached, booking a public scheduler has these limitations:
Dubsado collects only the client's first name, last name, email address, and phone number through a default form — you cannot customize this form.
No project is created automatically — you need to create one manually after the appointment is booked.
Client contact information is not added to the calendar event.
If the scheduler requires payment at booking, there is no record of client contact information on the invoice, and the invoice cannot be assigned to a project later.
Sending a scheduler through a project
Sending a scheduler through a project means adding a scheduler template to a specific client's existing project and sharing a unique booking link with them. Use this method when the client already has a project in Dubsado — for example, a follow-up consultation after they submitted a lead capture, a check-in meeting mid-project, or a feedback session after delivery.
Because the scheduler is tied to the project, Dubsado generates a unique link for that client. They do not need to re-enter their name or email when they book.
There are two ways to send a scheduler through a project.
From the project's Events tab
Use this approach when you want to add a scheduler to a project and choose how to send it all at once.
Open the client's project and click the Events tab.
Click Add Scheduler in the sub-navigation.
The Select a scheduler to send dialog opens. Select the scheduler template you want to use, then choose a sending option:
Invite client to book — opens the email composer with the scheduler link pre-filled so you can send the client an invitation to choose their own time.
Book for client — opens the public booking page so you can select a time on the client's behalf.
Apply to project only — adds the scheduler to the project and client portal without sending an email right away.
From an already-applied scheduler in project context
If a scheduler has already been applied to the project, you can send it directly from the scheduler builder.
Open the client's project and click the Events tab.
Select the scheduler from the project's scheduler list.
In the toolbar, use the available actions:
Click Send (paper plane icon) to email the booking link to the client.
Click Open (external link icon) to open the booking page and select a time on the client's behalf.
The invitation email uses the scheduler link smart field, which Dubsado replaces with a booking button when the email is sent. You can also send a scheduler to a client automatically through a flow — see the article on sending your scheduler in a flow.
If you are sending a scheduler through a project, do not attach a lead capture form. A lead capture will create a second project when the client books. Use a questionnaire instead if you need to collect additional information before the appointment. See the article on adding a form to a scheduler for details on choosing the right form type.
Choosing the right sharing method
The simplest way to decide which method to use: does the person already have a project in Dubsado?
No project yet → share publicly, with a lead capture form or public proposal attached so a project is created when they book.
Project already exists → send through the project.
Avoid using the same scheduler template for both methods. The form configuration required for each method creates conflicts when mixed:
A scheduler with a lead capture form, sent through a project, creates a duplicate project when the client books.
A scheduler without a lead capture form, shared publicly, creates no project when someone books.
The cleanest approach is to create two separate scheduler templates — one configured for public sharing (with a lead capture or public proposal) and one configured for project-based sharing (with a questionnaire or no form). For more on configuring your scheduler templates, see the article on creating a scheduler template.
FAQ
Can I use the same scheduler template to share publicly and send through a project?
It is not recommended. If the template has a lead capture form attached and you send it through a project, booking creates a duplicate project. If the template has no lead capture and you share it publicly, no project is created when someone books. Create separate templates — one for each sharing method — and configure the form attachment accordingly.
I want to email someone a scheduler link, but I'm not sure which method to use.
If the person does not have a project in Dubsado yet, copy the public link from the scheduler template and send it to them outside of Dubsado. If they already have a project, send the scheduler through their project so the appointment is linked to it and they do not have to re-enter their information.
Do I need a Premier plan to use schedulers?
Yes. Scheduler features — including Scheduler Templates and Group Templates — require a Premier plan. Starter plan users do not have access to the scheduler feature. If you are on a free trial, you have access to all Premier features for the duration of your trial.