Public vs. Project Scheduler Sharing

Choose the right scheduler sharing method for your process.

Sam Gioia avatar
Written by Sam Gioia
Updated over a week ago

Once you've created a scheduler template, it's time to share it with your clients and start booking up your calendar!

There are two main ways to share a Dubsado scheduler:

  1. Sharing a scheduler publicly

  2. Sending a scheduler through a project

Sharing a Scheduler Publicly

If you used another scheduling software in the past, this is probably what you are familiar with.

The embed code and direct link can be found by clicking on the link icon next to the scheduler you want to share under Templates >> Scheduler.

This option is best suited to bringing new clients into Dubsado using the scheduler. A good example is embedding a scheduler for a free consultation on your website. You could also share the scheduler publicly when you want clients to book mini sessions or register for a workshop!

By default, any appointments booked through a scheduler you share publicly will not be tied to a project.

In the Advanced tab of the scheduler, select a lead capture from the Additional form dropdown.

Now when you embed the scheduler or share the direct link, leads will select a date and time and then be required to complete the form before the appointment is booked.

After the appointment is booked, Dubsado will automatically set up a new project so that you are ready to start working together!

⚠️ Heads up! If you don't connect a lead capture to a scheduler that you share publicly:

  • Dubsado will collect the client's first name, last name, and email address in a default form (you cannot edit this form or require a phone number)

  • No project will be created for the client. You'll need to manually create one later if you want to work together.

  • The client's contact info will NOT be added to the event that goes on your calendar. This means you'll need to look up the client's profile under Utilities >> Address Book to find their contact details.

  • If you have turned on the option to require payment for booking, there will be no record of the client's contact information on the invoice and you will not be able to assign the invoice to a project later.

Sending a Scheduler Through a Project

If you used another scheduling software in the past, this might be new to you!

You can send a scheduler invite manually or through a workflow!

The best part? Because you're sending the scheduler through a project, the client gets a unique scheduler link that's just for them. This means they won't be required to re-enter their name and email!

This is perfect if you want to invite someone to book an appointment after they've filled out a lead capture. Or maybe part of your client process involves doing a check-in or feedback meeting part way through the project.

When sending a scheduling invite to a client, you'll be using an email with the scheduler link smart field. It's just like sending a form! Dubsado will replace the smart field with a button that goes to the client's unique scheduling link when you send the scheduling invite. You can set up a default scheduling invitation email at the bottom of the Basic tab in your scheduler template:

Check out these articles for more details on sending the scheduler directly to clients:

⚠️ Heads up! If you're planning on sending a scheduler through a project, make sure that you do NOT have a lead capture set as the additional form. This will create a duplicate project! Use a questionnaire instead if you need to collect more information when the client books.


Can I use the same scheduler template to embed on my website and send to clients through a project?

We really don't recommend it. Remember, if your scheduler has a lead capture and you send it through a project, you'll end up with a second project. If your scheduler does not have a lead capture and you embed it on your website, no project will be created when an appointment is booked.

It's much better to plan which schedulers you want to share publicly and which ones will be sent through projects so that you can set up each template accordingly.

Is this someone who does not have a project in Dubsado yet? You can grab the direct link from the scheduler template and email it to them outside of Dubsado!

Is this a client who is already set up with a project in Dubsado? Send a scheduling invite through their project!

Next Steps

Now that you know the difference between sharing schedulers publicly and through a project, check out these articles for more details on the how-to!

Did this answer your question?