It’s no secret that I love Dubsado and I have a little obsession with workflows. Furthermore (yeah, I went there and used furthermore – I’m that serious!), I’m an advocate of keeping things simple.

Why?

Because I’m not a Keep It Simple person by nature. I love big rambling plans, complex workflows and procedures, and adding to existing structures is kind of a deep love of mine. I mean, I live in a house that I describe as ‘higgledy piggledy’, which just means extension on extension.

It’s because I have that natural tendency to make things more complicated than they need to be that I can preach about how to grow without getting caught up in the complexities our brains add to things … for absolutely NO reason!

When it comes to workflows in Dubsado, simple is better.

I know Dubsado is filled with the potential to be incredibly powerful. You can do some intense stuff behind the scenes there! But, for workflows, start small. Start simple: each workflow should have a single goal attached.

collage of photos to support the blog post on taylor-johnson administration: Workflows + Systems Aren't The Scary Monster of the Solopreneur World (plus they're super effective when set up right). Quote says: when you find your 'right' process, you'll want to ensure that you do it right every single time. To do this you'll need to document everything you do until you find the perfect recipe for the perfect result"

Planning Your Dubsado Workflow

1. Start by identifying your end goal

In this instance, we’re creating an onboarding workflow. The goal is to onboard the client so that they’re familiar with the services I offer, they’ve signed the contract, and we’ve had a good thorough meeting.

2. Identify your starting point

When a client enters this workflow they’ve either filled in a lead magnet through Dubsado or I’ve connected with them through email, referral or some other method. Either way, they’re aware of what I do (they know the service I offer) and they’re interested in what’s going down. That’s all the information I have on them.

3. What’s the bare minimum that the client needs to learn during this process?

Decide what existing knowledge your client already knows before entering the workflow and list the knowledge they need to learn during the process duration.

In this case, I want the client to learn…

  • the rules regarding the service they want (contract)
  • what expectations are on both sides of the table (contract)
  • how the business operates, how it can help them, and how we would work together (meeting)
  • more about the additional services they could add on to make their experience richer (proposal)
  • what to experience they’ll receive working together (automated emails and scheduler)

4. How can you get those learning points across in Dubsado through the workflow?

See above example.

5. Develop a ‘goal-centric’ template for your workflow

You want your workflow to hit your key points e.g.

One. Client reaches out, email goes into system, workflow is automated.

Two. Client receives appointment calendar and questionnaire

Three. Appointment happens and client learns whether the business is right for them.

Four. After the appointment, a proposal (with add on options) is sent to the client along with the contract and an invoice.

Five. After contract is completed then client receives a thank you email explaining next steps [e.g. “thanks for completing all that! I’ll reach out within 2 business days with an outline of what to expect moving forward”] and any documentation they might need to read.

Six. I need a reminder to look at this file and check out what the next steps should be – and I should write an outline of what that will look like.

6. Start developing everything that’s needed for your workflow to be successful

Review your outline and highlight the areas that will go out as:

  • an email
  • a scheduler
  • a To-List item
  • a form (contract, proposal, questionnaire, amendment etc)

Then look over it again and identify what type of templates you may need to set up:

  • canned responses (e.g. introduction to scheduler, reminder emails for appointments in scheduler, confirmation email for appointment, email to accompany proposal form etc.)
  • questionnaires (e.g. client information form that attaches to scheduler, proposal with add ons)
  • your scheduler!

Once you’ve done this, you can start drafting them out in parts, saving the templates in Dubsado. It’s best to do all of these beforehand so that you’re not scrambling as you create your workflow!

7. Implement your Dubsado workflow

Add your workflow to Dubsado. Remember to identify whether something sends after an appointment ends, or if it needs to be sent immediately after all other actions are complete.

8. TEST IT!

Test the workflow out on yourself.

That means setting up a fake account, applying the workflow and do both of the following:

One. ‘Force Now’ all the workflow items, this makes sure you’ll receive all the emails and you can test run all the wording and design immediately.

Two. Restart the workflow and let it run at the pace you’ve laid out. That way you can test the workflow in real time.

And To Make It Easy, Here’s My Simple Onboarding Workflow In Dubsado:

  • Send appointment scheduler 1 hour after the workflow starts.
    • Scheduler includes a questionnaire that maps to client profile and provides all the basic information I need from the client
    • It also sends reminders out to the client so they have an opportunity to reschedule
  • Send Form “proposal” 2 hours after an appointment has ended (linked to the scheduler from step 1).
    • The proposal will show the contract immediately after the proposal is submitted. Clients will then sign the contract too.
  • Send Email 1 hour after contract signed by client.
    • This email just confirms that the contract has been received and they should expect to hear from me shortly about the next steps.
  • Create todo Call {{client.name}} about {{job.title}} and establish next steps. Contract has just been signed immediately after all previous actions complete.

Extras

If you wanted to add an extra document in there or share the client portal, now would be the perfect time to do it.

You can create actions that send forms to the portal without sending them to the client until you’re ready to share the portal. It saves on emails and it looks super professional.

You could also set it up to send out reminders if forms are not completed after xx number of days too.

Whatever you add, remember to test it before inflicting it on any unsuspecting client!

green plant in the background with quote overlay: test your workflows then test them again. Make sure there aren't any hiccups because not everyone will tell you if it isn't working smoothly. This is to back up points made about creating a simple workflow in dubsado

Want more ideas on how to grow your business? Check out 5 simple ways to grow your business without pulling out your hair.

Sign up for Dubsado using this link and you’ll receive a discount when you use the code: HANNAHADMIN. I do receive a kickback if you buy Dubsado products but this is at no cost to you. This post has some affiliate links in it. For more information read about affiliate links and this site here.

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