How To Setup A “No Show” Workflow For Missed Calls In Dubsado

Welcome to the world where missed calls don’t equate to missed opportunities! Have you ever been faced with the frustration of no-shows for scheduled discovery calls?

It’s a common challenge in the business world, but what if I told you there’s a savvy way to automate your process and reclaim control?

In this blog, I’ll guide you step-by-step on how to set up a “No Show” workflow in Dubsado, your friendly client management system, ensuring that every missed call gets a follow-up sequence to rebook.

Say goodbye to the manual drudgery and hello to effortless efficiency. Keep reading to transform those silent moments into proactive connections that drive your business forward.

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What you’re going to need for this workflow setup:

  • To setup a project status called “No Show 👻” and “Called Booked 📞”
  • To setup your scheduler for the lead to rebook a call (duplicated & renamed for the 2nd)
  • Canned emails for both emails that are sent out within this workflow – these are linked below

Watch the step by step tutorial to show you how to setup your No Show workflow

Setting up your project statuses

If you haven’t done so yet before you start creating your form you will want to create your project statuses. Project statuses help you to see where a lead of client is within their client journey. These could be things like:

  • New Inquiry
  • Called Booked
  • Proposal Sent
  • Onboarding

You catch my drift… so let’s get the No Show and Call Booked status setup so we can move onto creating the lead capture form.

How To Create An Appointment Scheduler To Embed On Your Website In Dubsado
  1. Go to the ‘Projects’ tab
  2. Click on the ‘Customize’ button
  3. Click on ‘Add Status’
  4. Here you’ll be able to now add a status for a ‘Lead’ or ‘Job’

Adding your canned emails

If you haven’t yet created your canned emails for your follow ups now is the time to get this setup. You will need two follow up emails for this workflow setup as well as a customised confirmation email and also your reminder emails.

You can copy and paste the below templates but please make sure to re-add the smart fields – sometimes when you copy over smart fields they don’t always pull through.

Canned Email Template | No Show | Follow Up #1

Title: [Lead] No Show

Subject Line: Sorry we missed each other

Hi {{client.firstName}},

Hope you are well.

We had a call scheduled today and it seems as though you may have forgotten so I wanted to give you the opportunity to rebook another time that works for you:

​{{scheduler | schedulerLink}}

If you have any questions or your circumstances have changed please let me know.

Warm wishes,
{{brand.emailTemplate.signature}}

Canned Email Template | No Show | Follow Up #2

Title: [Lead] No Show Follow Up

Subject line: final follow up

Hi {{client.firstName}},

I sent across a scheduling link last week in case you wanted to book another discovery call as the first one was missed.

I’m linking this one more time below and this will be my last follow up about jumping on a discovery call:

​{{scheduler | schedulerLink}}

Warm wishes,
{{brand.emailTemplate.signature}}

Confirmation Email

Copy and paste the canned email for your appointment confirmation template and customise by adding your content & re-adding smart fields:

Title: [Scheduler | Discovery] Confirmation 

Subject Line: Your ____ with {{brand.name}} is confirmed 

Email Body: 

Hi ​{{client.firstName}}

Thank you for booking your _________.

Please find the confirmation details of this call/meeting:

Date: {{appointment.start | mediumDate}}
Time: {{appointment.start | shortTime}} - {{appointment.end | shortTime}}
Appointment Duration: {{appointment.duration | duration}}
Please join the virtual meeting link at: {{appointment | appointmentConferencingLink}}

OR

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

IMPORTANT: Please remember to add this meeting to your calendar by clicking the link below:
{{appointment | calendarLink}}

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

{{appointment | appointmentRescheduleBtn}}
{{appointment | appointmentCancelBtn}}

I look forward to speaking with you soon!


Warm wishes,
{{brand.emailTemplate.signature}}

Call Reminders

Copy and paste the canned email for your appointment reminder template and customise by adding your content & re-adding smart fields. You can duplicate this email if you want to have a 24 hour reminder and a 1 hour reminder:

Title: [Scheduler | Discovery] 24 Hour Reminder

Subject Line: Our ______ is tomorrow!

Hi ​{{client.firstName}},

I hope you're well.

I'm looking forward to chatting with you tomorrow! The purpose of our call is to find out a bit more about ________ and what kind of support I can give.

Please don't hesitate to get in touch if you have any questions.

Here are the details of our call:

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

Please join the virtual meeting link at: {{appointment | appointmentConferencingLink}}

OR

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

IMPORTANT: If you haven't done so yet please remember to add this meeting to your calendar by clicking the link below:
{{appointment | calendarLink}}

I look forward to speaking with you soon!

Warm wishes, 
{{brand.emailTemplate.signature}}

Creating your No Show appointment scheduler in Dubsado

The next thing that we are going to do is build out your scheduler for the discovery call. So if your original scheduler didn’t have a questionnaire attached to it, then you could probably reuse that one, but I’m just going to show you how to build out the scheduler.

Building out your no show workflow

Here are the exact steps you will want to take:

Building-your-no-show-workflow-in-Dubsado
  1. Action: Add Tag | 0 days after | Workflow Started – No Show
Add Tag No Show

2. Action: Change Project Status | 0 days | after workflow started – No Show

Change Project Status No Show

3. Action: Send Appointment Scheduler | 1 hour | after all previous actions | “Scheduler Name”

Send-Appointment-Scheduler-For-No-Show-Workflow-In-Dubsado

4. Action: Send Appointment Scheduler | 7 days | After all previous actions – “Scheduler Name”

Appointment-Scheduler-For-No-Show-Workflow-In-Dubsado-

5. Action: Archive Project | 7 days | after all previous actions

Archive Project Action In No Show Workflow

6. Action: Change Project Status | 0.1 hours | after an appointment is scheduled – Call Booked

Change Project Status After Appointment Scheduled

7. Action: Add Tag | 0.1 hours | after an appointment is scheduled – Call Booked

Add tag after appointment is scheduled

8. Action: Pause Workflow | 0.11 hours | after an appointment is scheduled – “Scheduler Name”

Pause Workflow Action after an appointment is scheduled - No show workflow

Steps 9 – 11 are a repeat of 6 – 8 but using the second appointment scheduler name to be able to change project status, add tag and pause workflow after that appointment scheduler is booked.

This allows the workflow to be completely automated after it has been applied to the project.

How to apply the no show workflow manually after the call is missed

Unfortunately Dubsado isn’t clever enough to know that a lead hasn’t turned up for a call so to start the workflow you are going to have to do this manually but it is quite literally two clicks of a button to do this.

Step 1. Go to the leads project

Step 2. Click on ‘Workflows’ tab

Step 3. From the dropdown select your ‘No Show’ workflow

Step 4. Hit apply

If you need to pause the workflow you can scroll down to the ‘Active’ button and click this. By clicking the active button this will pause the workflow. To unpause, now click the ‘Pause’ button.

Final Thoughts

In conclusion, setting up a ‘No Show’ workflow for missed calls in Dubsado can significantly streamline your communication process, ensuring you follow up promptly and manage your client relationships with care and professionalism. By automating your response to missed calls, you save time, reduce oversights, and maintain a high level of service that clients will appreciate and remember.

Remember, every missed call is an opportunity for re-engagement and potentially, a new business venture. I encourage you to explore and implement the strategies discussed in this blog to make your business operations more efficient and client-focused.

For those eager to automate their inquiry process, check out my get out my inquiry workflow course.

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Elevate your client management game with Dubsado and never miss a beat, even when you miss a call.

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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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