How to Book Appointments for Clients in Dubsado

By Ema Katiraee, Certified Dubsado Specialist

TL;DR: Sometimes you need to book an appointment for a client yourself instead of sending them a scheduler link. Here's how to do it manually in Dubsado and how to automate part of the process with a workflow.

---

Most of the time, you'll send clients a scheduler link and let them pick a time that works for them. But occasionally you've already aligned on a date and time, either on a call or over email, and you just need to lock it in without sending them another link to click through.

Dubsado lets you book appointments on a client's behalf directly from their project. Here's how.

This assumes you've already got a scheduler built in Dubsado. If you haven't set one up yet, here's the full scheduler setup guide to start with.

---

When to Book Appointments on Behalf of Clients:

Two situations come up most often:

1. Your client isn't comfortable with online booking tools. Not everyone finds schedulers intuitive. If a client is struggling or you know they'd rather not deal with it, booking on their behalf is a simple way to remove that friction.

2. You've already agreed on a date and time. In a lot of service businesses, you're meeting with clients at different points throughout a project. If you've verbally agreed on when your next call is happening, booking it yourself locks in the date and sends them a confirmation without adding another step for them.

---

How to Manually Book an Appointment for a Client in Dubsado:

If you’ve aligned on a date and time that works for you and your client, follow the steps below to book and appointment on their behalf:

1. Go to the client project

2. Click on the Events tab

3. Click on + Add Scheduler → Select the scheduler from the dropdown menu → Select Book for client

4. Click Continue - the scheduler will open in another browser tab

5. Choose the date and time of the appointment and click Submit and Finish.

6. Your client will now receive a confirmation email. They will also receive reminder emails if they are set up.

Booking appointment for clients in Dubsado

---

Automating the Process with Workflows:

If you always need to book on a clients behalf for a specific service you offer, some of the steps above can be automated with a workflow. Inside of the workflow add the following action:

• Action: Send Scheduler

• Scheduler: Select the appointment scheduler that applies in this case.

• Scheduler Delivery: select Apply to project only. This will apply the scheduler to the project, but will not send the scheduler to the client or apply it to the client portal.

• When: Set the action to occur when it makes sense - after another appointment ends, X days before / after the project date

Once this step is triggered in the workflow, you can open the scheduler and select the date and time you’ve aligned with your client and book the appointment for them.

Note: You can set a to-do action to trigger right after the scheduler is applied, so you get notified and go into the clients project and book the appointment for them.

Workflow action to add scheduler to project so you can book on a clients behalf in Dubsado

---

Tutorial: How to Book Appointments for Clients in Dubsado

Below is a tutorial to take you through how to book appointments on behalf of your clients using Dubsado. You’ll learn how to do this manually and also how to automate some of this with Dubsado workflows

---

Want Your Dubsado Setup Built Properly?

If you want your schedulers, workflows, and entire client process set up correctly in Dubsado, I can help. Book a discovery call and let's talk about what that looks like for your business.