Are you feeling bogged down by all of the admin tasks that need to be done in your business? Are you spending hours every day trying to figure out what needs to be done and when? If so, then I have some great news for you! I have created a free Dubsado onboarding workflow template that will help you save time and energy. This template is based on the systems that I use in my own business, and it has been proven to work well. So start using it today!
What to include in your Dubsado Onboarding Workflow
There are a few key elements that you will need to include in your workflow in order to make it effective. The Onboarding Workflow will be the second phase, if you want to know more about workflow phases you can read about this by clicking here to read my blog post.
Here is a quick outline of workflow phases:
The First Phase
This will be your project inquiry phase, this is where the lead is coming into your Dubsado account. This could be the client completing a lead capture form embedded on your website which prompts them to receive a scheduler via email once the lead capture is complete. You may also want them to complete a discovery questionnaire in the first phase.
The Second Phase
This will be after you have had your discovery call, this is your onboarding & proposal workflow. In this workflow you will be sending out your proposal, contract & invoice, welcome email, onboarding questionnaire, etc – THIS is the free Dubsado workflow template I am giving you for your business below.
The Third Phase
This is your project workflow, for instance, if you are a wedding stationery designer you might need to send clients forms for feedback on proofs. In these workflows you would send a form for them to complete, have follow-ups when not completed & have next steps emails when the form is complete. This is basically where the client is in their project phase.
The Fourth Phase
This is your offboarding workflow. Your offboarding workflow could include sending out a testimonial form, emailing about your referral scheme, upselling a service/product at a discount, checking in with clients & keeping in touch for future projects.
So now that we have talked through the workflow phases let’s dive into the Dubsado Onboarding Workflow Phases with my free template.
Your Free Dubsado Onboarding Workflow Template
Firstly you will want to attach your payment plan to the workflow (this is at the top when you create a new workflow) so, in this instance, I’m going to be doing a 50/50 payment plan (50% after the contract is signed & 50% on project end date)
- Create TODO:
- 1. Customise your proposal + contract for {{client.name}} if needed
- 2. Add a password to the client portal
- 3. Check off todo & approve the next step in the workflow
- Send Form (Your Proposal) 0.3 day(s) after all previous actions complete – This has the contract & invoice attached to the proposal – CANNED EMAIL | [Onboarding] Sending Proposal
- Change Project Status (Proposal Sent) 0.01 hour(s) after all previous actions complete
- send form (Your Proposal) if (Your Proposal) is not completed in 72 hour(s) – CANNED EMAIL | [Onboarding] Proposal Follow up #1
- send form (Your Proposal) if (Your Proposal) is not completed in 96 hour(s) – CANNED EMAIL | [Onboarding] Proposal Follow up #2
- send form (Your Proposal) if (Your Proposal) is not completed in 96.1 hour(s) – CANNED EMAIL | [Onboarding] Proposal Follow up #3
- add tag Not Ready To Invest if (Your Proposal) is not completed in 10 day(s)
- change project status (Not Ready To Invest) if (Your Proposal) is not completed in 15 day(s)
- hold actions until immediately after contract signed by client
- activate portal 0.1 hour(s) after invoice installment paid
- Change project status (Onboarding) 0.12 hour(s) after invoice installment paid
- add tag (Your Tag) 0.14 hour(s) after invoice installment paid
- send form Onboarding Questionnaire 0.2 hour(s) after invoice installment paid – CANNED EMAIL [Onboarding] Welcome Email, Client Portal + Questionnaire
- send form Onboarding Questionnaire if Onboarding Questionnaire is not completed in 7 day(s) – CANNED EMAIL [Onboarding] Questionnaire Reminder
- send email [Onboarding] Thank You + Next Steps 0.1 hour(s) after Onboarding Questionnaire is completed
- start a workflow (Your Project Workflow) 0.2 hour(s) after Onboarding Questionnaire is completed
It won’t be the same for every business. In some instances, you might want to add a scheduler instead of a questionnaire OR you may need to add a project start date & end date after the invoice has been paid – the best way to do this is by adding a Create TODO in the appropriate places.
This is just a snapshot of what your workflow might look like – remember you can always add, delete or edit any of the steps to suit your business needs.
I hope you found the free Dubsado onboarding workflow template helpful & I can’t wait to see your amazing workflows!
If you have any questions, please feel free to reach out to me at any time at info@sarahworboyes.co.uk
Click here to find out more about my Dubsado setup services
