If a project is centered around a specific event, such as a wedding or photo shoot, we recommend setting a project date. Project dates have special capabilities in Dubsado:

  • Projects with dates will appear on your calendar and can be exported to your connected calendar.
  • Project dates can be marked as "busy" to block off your scheduler availability.
  • Project dates can be autofilled in emails and forms with smart fields.
  • Payment schedule reminders can be automated relative to the project date.
  • Workflow actions can be automated relative to the project date.

In this article


Set a project date

  1. Open the project.
  2. Click Set Date below the project title.
  3. Enter a date or date range.
  4. Uncheck All Day if you'd like to add specific start and end times.
  5. Select whether you'd like to be marked as Available or Busy for scheduling during the project date.
  6. Click Apply.

Change a project date

  1. Open the project.
  2. Hover over the existing project date below the project title.
  3. Click on the X that appears.
  4. Click Set Date to set a new project date.

Tips for choosing a project date

One-day events

Set the same start and end date for a one-day event. Uncheck All Day if you'd like to set a specific start time and end time.

Ongoing and long-term projects

If you have a long-term project, we recommend setting a single date for the project. Otherwise, the project will span the entire date range on your calendar.

How you define the project date will depend on your needs, and you have a couple different options to choose from depending on the milestone you want to track:

  • Mark the beginning of a new project so that you can autofill the project start date on your contract using a smart field.
  • Set the "delivery" or "launch" date as the project date to automate workflow actions and payment reminders relative to your deadline.
  • Use the project date to indicate when the contract expires.
  • You also have the option of not setting a date at all, however you may revisit that based on your automation needs.

Scheduler Availability

The Show me as setting controls whether the calendar event created for this project will be marked as available or busy. This directly affects your availability when using the scheduler.

  • Available: This means you are "free" during the project date range on the calendar and Dubsado schedulers will ignore this event when determining your availability. You will be shown as available for other appointments, even with this project on your calendar.
  • Busy: This means you are unavailable during the event on the calendar and Dubsado schedulers will block off this time and not allow appointments to be scheduled. Only use this option when you want to be unavailable for Dubsado scheduler appointments during the date range you set.

FAQ

Do I have to set a project date?

Nope! You don't need to set a project date if you don't need one.

Can I let the client choose their own project date?

You can allow a client to set their own project date by mapping a date select field on a form. Be aware that asking a client to book an appointment through a Dubsado scheduler will not set a project date. The scheduler creates an appointment which is separate from a project date.

Why are some projects blue and others are black on my calendar?

Projects with a lead status will be black, and projects with a job status will be blue. Learn more about project statuses.

What if I don't want a project date to appear on my calendar?

All projects with dates will appear on your calendar. A workaround is to set up a custom mapped project field for a date. Custom mapped dates won't appear on your calendar, but they can't be used for automating payment schedule reminders or workflow actions either.

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