How To Setup Group Schedulers In Dubsado

Are you constantly scheduling multiple types of meetings manually? Do you have different types of calls you want leads to be able to book in for or do you have a package where you offer weekly or monthly calls and you’re fed up of the back and forth of finding times that work for your client?

Enter in Dubsado group schedulers; whether you’re coordinating paid consultations, in-person meetings, virtual meetings, or free client consultations, ensuring a seamless scheduling process can significantly impact your business’s efficiency and client satisfaction. This is where Dubsado steps in as your digital maestro, orchestrating your appointments with elegance and ease.

In this blog i’ll help you understand the simplicity behind setting up group schedulers in Dubsado. Not only will I walk you through the process step-by-step, but I’ll also highlight why leveraging this feature could be a game-changer for your business operations. Say goodbye to the back-and-forth emails and hello to streamlined scheduling.

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Learn How To Setup Dubsado Group Schedulers

Why Use Dubsado’s Group Scheduler

Dubsado’s group schedulers can be used in so many different ways but I’m going to go over a few that might apply to your business:

01. You might want your leads to have the option of booking a discovery call or a paid consultation call from a page on your website, like for instance on your contact page

02. You might want your leads to have the option of choosing different length meetings.

03. You might want your leads to have the option of choosing a free call and also have the option of an upgrade to a recorded meeting for an additional fee.

04. You might want your lead to have the option of choosing whether they want an in-person meeting or if they want a virtual meeting. 

05. You might want a client to book in for all of their meetings over your 3 or 6 month package. 

By using the group scheduler is gives you lead or client the flexibility of choosing a scheduler type and you the flexibility of automating all of your scheduled offerings.

What You Will Need For This Setup

There are a couple of things you will need to setup before you dive into creating your schedulers for your group scheduler:

  • If you are using this as a starting point for a lead coming into the Dubsado system you will need to have your lead capture form created or multiple lead capture forms created if you need capture different information for each scheduler that’s booked
  • To have you canned emails setup for confirmation and reminders
  • To setup your project statuses for after the call is booked or meeting is set

Step One: Creating Your Lead Capture Form

If you are using your group scheduler as the first point of call for the lead to get into your Dubsado account then you’ll need to attached a lead capture form to the schedulers. The lead capture form is what will create your project for that lead, it must include the client’s first name, last name, and email, mapped to the appropriate fields in Dubsado. You can add additional short form questions, long form questions, checkboxes etc. These will be things you need to know because you jump on that meeting with the lead

Step Two: Create Your Scheduler Canned Emails

Before you setup your schedulers you will want to create your canned emails for confirmations and reminders. This is a really important step so don’t skip it. You can use the below canned emails templates to customise for your own Dubsado account.

PLEASE NOTE: if you copy and paste these emails please replace the smart fields as they may not work from being copy and pasted.

  1. Canned Email Title: [Scheduler] Confirmation
SUBJECT: Your ______  call with {{brand.name}} is confirmed

Hi {{client.firstName}},

Your _________ has been confirmed as follows:

Date: {{appointment.start | mediumDate}}

Time: {{appointment.start | shortTime}} - {{appointment.end | shortTime}}

Appointment Duration: {{appointment.duration | duration}}

Meeting Link: {{appointment | appointmentConferencingLink}}


OR


Location Link: {{appointment.location}}


OR


I will call you on: {{client.phone}}


Please make sure to add this to your calendar:

{{appointment | calendarLink}}


If you cannot make your appointment, use the links below to cancel or reschedule.


{{appointment | appointmentRescheduleBtn}}

{{appointment | appointmentCancelBtn}}

Thanks, see you soon!

{{brand.emailTemplate.signature}}

2. Canned Email Title: [Scheduler] 48 Hour Reminder

SUBJECT: Your call with {{brand.name}} is in ___ hours / days

Hi {{client.firstName}},

This is a reminder that your ______ with {{brand.name}} is _______.

Here are the details:

Date: {{appointment.start | mediumDate}}
Time: {{appointment.start | shortTime}} - {{appointment.end | shortTime}}
Appointment Duration: {{appointment.duration | duration}}
Meeting Link: {{appointment | appointmentConferencingLink}}

OR

Location: {{appointment.location}}

OR

I will call you on: {{client.phone}}

If you haven't done so yet please make sure to add this meeting to your calendar by clicking the below link:

{{appointment | calendarLink}}

Look forward to seeing you then.

Thanks,

{{brand.emailTemplate.signature}}

3. Canned Email Title: [Scheduler] 1 Hour Reminder

SUBJECT: Your ______ call with {{brand.name}} is in ______ hour

Hi {{client.firstName}},

This is a reminder that your _______ call with {{brand.name}} is in an hour.

Here are the details:

Date: {{appointment.start | mediumDate}}
Time: {{appointment.start | shortTime}} - {{appointment.end | shortTime}}
Appointment Duration: {{appointment.duration | duration}}
Meeting Link: {{appointment | appointmentConferencingLink}}

OR

Location: {{appointment.location}}

OR

I will call you on: {{client.phone}}

Look forward to seeing you then.

Thanks,

{{brand.emailTemplate.signature}}

Remember you can change the timings of your reminders and completely customise to how best works for your business.

Step Three: Create Your Schedulers

Now that you have setup your lead capture forms, canned emails and project statuses it’s now time to setup your schedulers to create your group scheduler

Create a new scheduler under Templates > Schedulers

Make sure that in your ‘Appointment Name’ of the scheduler you add your business name, the reason this is important is because in emails and calendar reminders it will pull through the client’s name and then the title of the scheduler which will look something like this:

[Client Name] – Discovery Call

So as you can see it won’t say YOUR business name so the lead or client won’t see who their call is with so instead title your scheduler something like:

Discovery call with [Business Name]

This will mean that the client will now view it like [Client Name] – Discovery Call with [Business Name]

Makes more sense right?

Now complete the schedulers with the below:

  • Appointment duration – this is how long will this meeting last?
  • When can this appointment be scheduled? – you can choose from:
    Rolling day window – this allow you to fix the the number of days that an appointment can be booked out from.
    Fixed Date Range – this allows you to set a range of dates when appointments will be available.
    Indefinitely– this allows your clients to book as far out as they would like.
  • What times are you available? – You can set the times you will be available, please remember that this links to your calendar and when you block out time in your calendar it won’t show in the Dubsado schedulers, so make sure manage availability within your calendar rather than Dubsado as it’s easier to change.
  • Once booked, show me as – If you don’t want meetings to be booked at the same times then always select busy.
  • Location – this would be a physical location or if you want to set a meeting link to stay the same for every client you can add it here
  • Email – this is the email that will be sent with this scheduler IF you are using within a workflow.
  • Prevention – This allows you to stop clients from booking within a certain amount of time so that you don’t get surprise last-minute appointments.
  • Buffer Time – This is the time you want as a buffer before the appointment and after the appointment.  Great for allowing padding if meetings run over or travel time between scheduled appointments.
  • Increments – This is how the appointments are viewed by your client.
  • Appointment Details – You can set a maximum appointments that you would like to have a day.  
  • Welcoming Message – This is the banner message your clients will see when they open the scheduler. 
  • Additional Form – this is where you can attached your lead capture, public proposal or questionnaires
  • Redirect URL – Not required, but you can redirect clients to a custom page outside of Dubsado after they book by pasting a link in here.
  • Invoice – This creates an invoice that must be paid in FULL in order to secure the appointment.
  • Notification – Checking the box will allow for email reminders to send to your clients XX amount of minutes or hours before the scheduled appointment time.  Select from a canned email you have already created.  
  • Monthly View (off or on) –  By default the monthly view is turned off, so it will be set to a weekly view.  You can toggle a monthly view on here.

Once you’ve setup your separate schedulers you can now create your group scheduler

Step Four: Create Your Group Scheduler

Now that you have created all your schedulers you can easily create your group. You can do this by selecting ‘Scheduler Groups”

Group Schedulers in Dubsado

From here you will be able to create your group.

Click the button “Add Group”

Scheduler Group name: Add your group title

Appointment Schedulers to add: Select all the schedulers you want to be in this group

Then select “Create”

Once you’ve created your group scheduler you will now have the option of getting the iframe code to embed onto your website or the live link by using the URL provided.

Iframe group scheduler

If you aren’t attached a lead capture form to your schedulers then you will now be able to use this group scheduler in your workflow for the client to be able to choose which appointment works best.

If you are using in a workflow you can use the trigger – Send Appointment Scheduler – there is an example below:

Send Appointment Scheduler

If you are using the group scheduler within a workflow then you will need to use the smart field {{schedulerGroup | schedulerGroupLink}} in your canned emails for this group scheduler to show, it’s not the same smart field as using a separate scheduling link.

Final Thoughts

As a Dubsado Certified Specialist I have setup over 50 service based businesses in Dubsado and I have used group schedulers on many occasions. There are so many ways group schedulers can be used, whether it’s to offer multiple appointment offerings for leads or for an easy way for clients to book multiple appointments in one email. By using this feature it will allow you to streamline your inquiry and onboarding process.

Are you interested in using Dubsado? Sign up for a free trial and get 30% off your first month or year by clicking here.

Don’t fancy setting up Dubsado yourself? Click this link to book a free discovery call with me to talk about how to streamline your business with Dubsado.

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Sarah Worboyes, Website Designer and Dubsado Strategist

Hi, I’m Sarah your WordPress Website Designer & Dubsado Specialist based in Ealing, London.

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