If you’re here, I’m guessing you’ve had it with the endless back-and-forth emails trying to lock in a call with potential clients. It’s exhausting, it’s messy, and honestly, we’ve all got better things to do.
You want simple.
You want slick.
You want clients booking calls faster than you can say “Zoom link.”
Well… you’ve come to the right place!
In this blog (or the video, if that’s more your thing), I’m breaking down how to create a Dubsado scheduler and embed it on your website.
By the end, you’ll not only have a scheduler that runs like an absolute dream but also a smug grin knowing your website is doing all the heavy lifting for you.
Why Use the Dubsado Scheduler?
Dubsado schedulers are more than just practical. Here’s why:
1. Simplify client bookings. No more email tennis. Clients can see your availability and book a time in seconds (and you can link in email campaigns, send the link directly to direct leads coming into your inbox or add under your contact form for direct bookings).
2. Capture the info you actually need. Every booking collects essentials like name, email, and even how they found you, creating a new project automatically. No more lost leads or messy inboxes.
3. Fully customisable. Discovery calls, paid consults, different durations, virtual vs in-person – set it all up exactly how you want.
4. Automate the follow-up. Confirmation emails? Reminders? Done for you. I’ve even got free templates to make this bit a doddle.
5. Track your marketing efforts. Add fields like “How did you hear about us?” – because knowing who’s been chatting about you is always handy.
How To Create a Dubsado Scheduler and Embed It on Your Website
Step 1: Create Your Lead Capture Form
Your lead capture form is the secret sauce behind your scheduler. Without it, bookings won’t create projects, and you’ll be left wondering where all your leads disappeared to.
- Go to the Forms Tab in Dubsado.
- Create a lead capture form with the following must-have fields:
- First name, last name, and email: These are non-negotiable to create a project.
- Optional extras: add fields like “How did you hear about us?” to gather insights for your marketing or a “Preferred Date” field if your business requires it.
- Style the lead capture form to match your brand, or keep it minimal – it’s totally up to you.
- Save your form.
Step 2: Prepare Your Dubsado Canned Emails
No one likes a ghoster. Setting up automated emails keeps clients in the loop and ensures they actually show up.
Here’s what you’ll need:
- A confirmation email to let clients know their booking is secure.
- Reminder emails: I recommend one 24 hours before the call and another one hour prior.
If writing emails makes you break out in sweat, don’t worry – I’ve got some free, high-converting Dubsado templates that you can swipe.
Step 3: Set Up Your Scheduler Template
Now for the fun part: creating the scheduler itself.
- Head to the Scheduler Section in Dubsado and click “Add New Template.”
- Fill in the basics tab:
- Appointment name: name it something clear and client-friendly, like “Discovery Call with [Your Name]” or something tied to your service.
- Duration: set how long the calls will be – 30 minutes, 1 hour, or whatever works for you.
- Availability: decide when clients can book. You might open up weekdays from 9:30 am–3:30 pm and block out Fridays for admin. You can also choose:
- Indefinite booking: let clients book months (or years) in advance.
- Fixed date range: for example, open up slots for a specific launch or event period.
- Rolling day window: limit bookings to, say, the next 30 days.
- Once booked, show me as: to avoid double bookings, select “Busy.”
- Location: add your physical meeting spot or virtual link (Zoom, Teams, Google Meet, etc).
- Canned email:
- If you’re embedding this on your website, you might skip this.
- But if you plan to send the scheduler link in a workflow then I’d add the canned email as then it automatically populates when you add the scheduler into the workflow.
- Fill in the advanced tab:
- Prevention: avoid last-minute surprises by setting a booking cut-off window. For example, require bookings to be made at least 24 hours in advance.
- Buffer time: add breathing room between appointments – 15 minutes is great for prep, admin, or a coffee break.
- Increments: choose how time slots appear in your scheduler (e.g., every 15 minutes, 30 minutes, or 1 hour).
- Limit appointments per day: cap the number of calls you take per day (e.g., 3 max) to keep your schedule manageable.
- Number of uses: I’d skip this unless it’s a time-sensitive scheduler, like offering free strategy sessions for the first 10 sign-ups.
- Welcome message: add a friendly note at the top of your scheduler, such as “Looking forward to our chat!” or quick prep instructions.
- Confirmation email: select your canned email from the dropdown to confirm bookings automatically.
- Additional form: attach your lead capture form. This is crucial – don’t skip this step!
- Redirect URL: you can add a redirect here, but I recommend showing a confirmation page of the booked time instead – it’s more immediate, and let’s be honest, no one checks their emails.
Additional Options:
- Invoice: toggle this on if you’re charging for the appointment. Just remember, it’s a fixed price for all bookings.
- Notifications: set up email reminders here. I like sending one 24 hours before and another 1 hour before the call – just select your canned emails for each.
- Monthly view: switch this on for a better user interface. It’s more intuitive than a week-by-week view for clients.
Once everything’s configured, save your settings, and you’re good to go!
4. Once both tabs are complete, hit Save and you’ll be taken back to the Scheduler page.
Step 4: Embed Your Scheduler on Your Website
Time to make it live!
- Copy your scheduler code:
- Go to your scheduler in Dubsado
- Your new scheduler will appear in the left-hand pane (if you have more than one, it’ll be the top one).
- Click on it and copy the iframe code.
- While you’re at it, copy the Direct Link at the bottom – this is handy for sending directly to people. Use Short.io to create a custom short link using your domain.
- On your website (whether it’s WordPress, Divi, or Squarespace):
- On your website platform (WordPress, Divi, Squarespace, etc.), add a Code Block or HTML element where you want the scheduler to appear.
- Paste the iframe code into the block.
- Adjust the size: After the min-width:100%, copy and paste min-height:900px so it no longer has the annoying scroll bar.
- Test it out:
- Preview the scheduler: check how it looks on both desktop and mobile.
- Fix glitches: if the scheduler is glitchy on mobile, remove the script tags from the iframe code. This simple hack works wonders.
And that’s it – your Dubsado scheduler is now live on your website and ready to take bookings!
Step 5: Test The Whole Setup
Before you start shouting about your fancy new scheduler, test it!
- Book a test appointment to make sure it flows smoothly from start to finish.
- Check that confirmation and reminder emails are working as planned.
- Double-check your lead capture form and project creation process.
Once everything looks good, hit publish, and let your website do the hard work of managing your bookings.
Need Some Help With Dubsado Setup?
As a Dubsado Certified Specialist (and someone who’s spent more time in Dubsado than on Netflix), I’ve set up over 50 service-based businesses to run smoother than a buttered slide. The scheduler isn’t just a tool – it’s your new business BFF, handling bookings like a pro while you sip coffee (or wine – no judgment).
Curious about Dubsado? Sign up for a free trial and bag 30% off your first month or year #winning
Not in the mood to wrestle with tech? I’ve got you! Click here to book a free discovery call (my own scheduler in action), and let’s chat about how we can whip your business into a stress-free, client-booking machine.
