Dubsado Setup Tutorial

Initial Setup (Day 1)

1. Brand Setup

   • Upload your logo (recommended size: 500x500px)

   • Set brand colors (Get your hex codes ready!)

   • Customize email signature

   • Configure business details

   Create Your First Project Templates
   

   Discovery Call Project:

   Lead Capture Form -

   Scheduler Link -

   Follow-up Email -

   Call Notes Template
   

1. Essential Form Setup

   • Client Intake Questionnaire

   • Discovery Call Form

   • Coaching Agreement

   • Session Feedback Form

Workflow Creation (Day 2)

Discovery Call Workflow:

1. Lead Capture → Automatic Email

2. Schedule Call → Calendar Integration

3. Pre-Call Questionnaire → Reminder Email

4. Post-Call → Follow-up Sequence

Client Onboarding Workflow:

1. Welcome Email

2. Contract

3. Invoice

4. Welcome Packet

5. Session Scheduler

Email Templates (Day 3)

Must-Have Templates:

• Welcome Email

• Discovery Call Confirmation

• Post-Discovery Call Follow-up

• Payment Reminder

• Session Confirmation

• Session Recap

Advanced Setup (Day 4)

1. Scheduling

   • Set buffer times between sessions

   • Create different appointment types

   • Configure availability rules

   • Set up timezone handling

2. Payment Setup

   • Connect payment processor

   • Create package options

   • Set up recurring payments

   • Configure payment reminders

HoneyBook Setup Tutorial

Day 1: Foundation Setup

1. Company Info

   • Business details

   • Brand colors

   • Logo upload

   • Team member setup

2. Basic Templates

   • Brochure setup

   • Proposal template

   • Contract template

   • Invoice template

Day 2: Pipeline Setup

1. Create Custom Pipeline Stages:

   • New Lead

   • Discovery Call Scheduled

   • Proposal Sent

   • Contract Signed

   • Onboarding

   • Active Client

   • Alumni

   Configure Automation Rules:

When: New Inquiry Received Then:

Send Welcome Email + Scheduler Link

When: Discovery Call Scheduled Then:

Send Prep Questionnaire

When: Contract Signed Then:

Send Welcome Packet + Invoice

Day 3: Document Setup

Essential Documents:

1. Welcome Packet

   • Company overview

   • Coaching process

   • Communication preferences

   • Policies and procedures

2. Coaching Agreement

   • Services description

   • Terms and conditions

   • Cancellation policy

   • Payment terms

3. Client Questionnaires

   • Initial assessment

   • Session prep form

   • Progress tracking

   • Testimonial request

17hats Setup Tutorial

Day 1: Core Setup

1. Account Settings

   • Business information

   • Brand elements

   • Team access

   • Default preferences

2. Contact Management

   • Create contact categories

   • Set up custom fields

   • Import existing contacts

   • Configure tags

Day 2: Workflow Creation

Lead Management Workflow

Step 1: Lead Capture -

Create web form -

Set up auto-responder -

Schedule follow-up task

Step 2: Qualification -

Send questionnaire -

Schedule discovery call -

Set reminder

Step 3: Conversion -

Send proposal -

Payment processing -

Welcome sequence

Client Management Workflow

Step 1: Onboarding -

Welcome packet - Initial assessment -

Payment setup - Schedule first session

Step 2: Active Client -

Session reminders -

Progress tracking -

Payment processing -

Feedback collection

Step 3: Alumni - Testimonial request -

Referral program -

Re-engagement sequence

Advanced Tips for All CRMs

1. Email Integration Best Practices

   • Use consistent subject line formats

   • Set up canned responses

   • Create folder structure

   • Configure email filters

2. Document Management

   • Use clear naming conventions

   • Create folder hierarchies

   • Set up automatic backups

   • Implement version control

     Testing Protocol

Before Going Live:

1. Test all automations

2. Send test emails

3. Process test payments

4. Review mobile experience

5. Check integration functions

1. Regular Maintenance Schedule

Weekly: - Review automated sequences - Check for failed payments - Update calendar blocks - Clean up contact list Monthly: - Audit workflows - Update templates - Review analytics - Optimize automations

Troubleshooting Common Issues

1. Calendar Sync Problems

   • Clear cache and cookies

   • Reconnect integration

   • Check timezone settings

   • Verify availability blocks

2. Payment Processing Issues

   • Verify payment gateway connection

   • Check transaction limits

   • Update payment methods

   • Review failed payment logs

3. Automation Failures

   • Check trigger conditions

   • Verify email deliverability

   • Test workflow logic

   • Review error logs

Remember: Take implementation one step at a time. It's better to have a few well-functioning elements than many half-working ones. Focus on getting the basics right before moving to advanced features.