All Collections
Managing workflows
Start a workflow from a public scheduler
Start a workflow from a public scheduler
Sam Gioia avatar
Written by Sam Gioia
Updated over a week ago

Updated Feb 13, 2023

Set up a sample workflow where clients schedule an appointment with your public scheduler, pay, and get emailed all relevant information — automatically!

Keep in mind this is a basic workflow to help get you started right away. You’re always free to add steps to fit your business.

In this article:

Step 1: Create a lead capture form

A lead capture form saves client information in Dubsado and creates a new project to help you stay organized. Go to Templates >> Forms to create a lead capture form in any way to want.

👋 Here’s a tip… A project gets created once a lead capture form is submitted, even if your client abandons the cart and doesn’t book an appointment.

Step 2: Build a contract

Build a contract in Templates >> Forms in any way you want.

Step 3: Write email templates

Go to Templates >> Canned Emails to write the three emails that you’ll send at various points in the workflow:

Appointment confirmation email

A template is already made in Edit Templates. You can add a reschedule smart field link {{appointment | appointmentRescheduleBtn}} to allow clients to reschedule.

arrow pointing to edit templates and box around appointment confirmed

Contract and next steps email

This is the main email to link to your contract, give your client information on the next steps, and describe what to expect. Be sure to:

  • Thank your client for their payment.

  • Link to the contract by including the smart field link {{job | contractLink}}.

  • Add details specific to your event.

Thank you email

Thank your clients after the event.

Step 4: Create the public scheduler

Create your scheduler in Templates >> Scheduler >> Add Template with our step-by-step scheduler overview. Double-check the following settings:

Basic settings

  • Once booked, show me as: To allow multiple bookings in the same time slot, check Available. To only allow one client per time slot, check Busy.

Advanced settings

Switch over to the advanced settings tab to further adjust your scheduler.

  • Buffer time: Set a 0 minute buffer. Including a buffer will reduce available time slots.

  • Confirmation email: Leave blank if you used the Appointment Confirmed email because that will send by default. Otherwise, choose your “appointment confirmation” email from Templates >> Canned Emails.

  • Additional form: Choose the lead capture form you created in Templates >> Forms so clients must enter their contact information prior to booking.

  • Invoice (optional): Toggle on and click New Line Item to create a package template with the full price of your service. This is what clients will pay to secure their appointment.

Step 5: Organize the workflow

Create a new workflow in Templates >> Workflows >> Add Workflow.

workflow actions listed

Add the three actions to your workflow:

  1. Automatically send the “contract and next steps” email to your client after they pay the invoice.

    Action: Send Contract.

    Trigger: Relative 0 day(s) after invoice paid in full. If you’re not adding an invoice with your scheduler, use “after workflow started” instead.

    Send Contract Options: Send email and apply to portal.

    Contract Template to Send: Choose the contract you made in Templates >> Forms.

    Email to send: Choose the “contract and next steps” email you made in Templates >> Canned Emails.

  2. Send a thank you email after the event.

    Action: Send Email.

    Trigger: Choose a fixed date after the event.

    Email to send: Choose the “thank you” email template.

    Heads up! You will create a workflow error if you use any of the appointment triggers (after an appointment is scheduled, before an appointment start time, or after an appointment has ended). The error is because the workflow doesn’t activate until after your client already made an appointment. The workflow can’t monitor appointments that get created before the workflow is active.

  3. Create a task to finish up final edits. Reminders will show up on the Dubsado dashboard under Tasks.

    Action: Create Todo.

    Assigned User: Leave blank if you’re completing the task or assign the task to another user.

    Trigger: Relative 0 day(s) after all previous actions complete.

    Reminder: Write out your reminder.

Step 6: Add the workflow to the lead capture form

Go back to your lead capture form in Templates >> Forms. Under Form settings >> Default workflow, select the workflow.

box around default workflow in form settings

Step 7: Share your scheduler

Click the share link in Templates >> Scheduler to copy the Iframe Code to embed it onto your website.

arrow pointing to scheduler share link


How do I test my workflow?

To avoid making a payment to test your scheduler, use a discount code. Make a discount code in Packages >> Discounts and allow discounts in the advanced settings of your scheduler.

After you fill out the lead capture form with your own email address and “pay” using the discount code, follow the steps below:

  1. Go to the newly created project in Projects.

  2. Click the Invoices tab.

  3. Click the discount to delete it.

    arrow pointing to the discount
  4. Click Apply >> Payment to add a manual payment of the full amount of the invoice.

  5. Click Apply. Your workflow will now send the first step of the workflow.

How can I check who hasn’t signed the contract yet?

Go to your Projects page. Under the Contract header, you can see who hasn’t signed.

contract section highlighted

Can I send the contract from the public scheduler to reduce the number of emails that send?

No. There currently isn’t a way to email the contract from the scheduler itself. After your client makes an appointment, they’ll automatically get both an appointment confirmation email from the scheduler and a contract email from your workflow.

How do I set up an invoice but not have the client pay the full amount?

Capturing a partial deposit requires setting up a payment plan. Read workflows with payment plans for more information.

Can you send reminders to complete the contract?

Yes, by creating an expiration date in your contract.

arrow pointing to form settings and box around the expiration date

Edit the email that goes out in Templates >> Canned Emails >> Edit Templates >> Form Reminder.

Did this answer your question?