Using the Scheduler Group in Dubsado
Managing appointments efficiently can be a game-changer in your business.
Whether you're a consultant, coach, or service provider, Dubsado's Scheduler is a powerful tool to streamline your appointment scheduling process.
But… did you know that Dubsado Scheduler allows you to create scheduler groups to handle various instances such as different locations, prices, and more?
In this blog post, we'll explore how you can use Dubsado Scheduler Groups to optimize your appointment bookings.
What Are Group Schedulers?
Scheduler groups are ways to group together individual schedulers in Dubsado. You can create the grouping of your choice to share with clients much like an individual scheduler.
The difference is that instead of going directly to a scheduler page where you can select a date and time, first, you will see a page where you select the scheduler of your choice and then go to that scheduler’s page to select a date and time.
Example of a Dubsado Scheduler Group landing page
How to Use Dubsado Group Schedulers
There are different ways of grouping together schedulers, and in this post, I’ll go through 3 different ways you can group your schedulers in Dubsado.
1 - Different Locations (Physical vs. Virtual)
One of the common challenges when scheduling appointments is accommodating both physical and virtual meetings.
With Dubsado Scheduler Groups, you can create separate groups for each type of appointment location. Here's how:
Create 2 Schedulers: Create a scheduler for the virtual meeting and one for the physical meeting.
For the virtual meeting, enable video conferencing and set the location to “via Zoom” or “via Google Meet”. If using the same Zoom link for all your appointments, simply paste that link under location and disable video conferencing.
For the physical meeting, add your address to the location or if it is at your clients home, set the location to “At Project Address”. Just make sure to add “Project Address” as a short answer in your lead capture form and map it to Project Address so Dubsado understands what the answer refers to.
Set Up a New Group: In the scheduler tab, go to “Scheduler Groups” and click "Add Group". And select both schedulers - Virtual & physical - to add them to the group.
Share the Scheduler Group: Once you’ve created the scheduler group you can share it. You can embed it on your site or share a direct link to the scheduler group.
Now, when potential clients schedule appointments, they can choose the appropriate location, ensuring everyone is on the same page.
TIP: If these schedulers will be shared publicly, attach a lead capture form to all scheduler so that Dubsado can create a new project for each one. You can attach the same lead capture form to all schedulers or use a different lead capture form for each scheduler.
2 - Different Prices or Tax Percentages
Your services may come with different tax rates or price structures. With Dubsado Scheduler Groups, you can easily manage this diversity. Here's how:
Set Up Multiple Schedulers: Create separate schedulers for each service type. For instance, you might have a "Standard Consultation" scheduler and a "Premium Consultation" scheduler.
Or you can create different schedulers based on the clients location. For instance, you might have an “Outside of Canada” scheduler, and a “In Ontario” scheduler, etc.
Configure Prices or Taxes: In each schedulers invoice settings, set the prices based on the service offered, or set the tax based on the scheduler location selected.
When clients book appointments, they'll automatically be charged the correct amount, simplifying your invoicing process.
TIP: The order in which you check the boxes for the individual schedulers when creating a scheduler group, is the order in which they will appear in the scheduler group. So if you want to list the individual schedulers based on their price, make sure to check them off that way when creating the scheduler group.
3 - Landing Page for Different Appointment Types
Dubsado Scheduler Groups also allow you to create landing pages tailored to specific appointment types. This is similar to the functionality offered by platforms like Calendly. Here's how to achieve it:
Create a New Group: Set up a group that includes several appointment types, such as "Initial Consultation," "Follow-Up Meeting," or "Strategy Session"
Embed or Share Group Scheduler: Embed the landing page for the scheduler group on your website, or share the direct link to the scheduler group in a button or email.
With distinct pages for a scheduler group made up of different appointment types, clients can easily see what appointments you offer and book the right one.
Tips to Use Dubsado Group Schedulers
Adding a Location to Canned Emails
Ensuring that your clients are well-informed about the location of their appointments is crucial. Dubsado makes it easy to include this information in your email confirmations and email reminders:
Create Different Email Reminder Templates: In your Dubsado account, go to the canned emails tab, and create a different email reminder for virtual and physical appointments.
Add the Right Smart Fields: In the canned email templates, include the correct location smart fields such as:
{{appointment.location}} - this pulls the location that you added as the scheduler location
{{appointment | appointmentConferencingLink}} - this adds the conferencing link when you check the box “Add Video Conferencing” to your scheduler. The checkbox only appears when your video conferencing platform is integrated with Dubsado. This will create a new conferencing link for each new appointment.
TIP: If you want to use the same conferencing link for all your appointments, DO NOT check the box “Add Video Conferencing” link on the scheduler, instead add your conferencing link as the scheduler location and use the {{appointment.location}} smart field in your emails.
{{client.address | address : true}} - this pulls the clients address, use this option in your email reminders if the appointment is happening at your clients address.
{{job.address | address}} - this pulls the project address, use this option in your email reminders if the appointment is happening at a project address vs. the clients address (if the project is not at the clients home but another location).
{{client.phone}} - this pulls the clients phone number, use this option in your email reminders if you will be calling the client.
Dubsado will automatically replace these smart fields with the right information.
This way, clients will receive reminders that specify whether the appointment is physical or virtual and the exact location.
TIP: Make sure to request this information in your lead capture form or other questionnaires prior to the meeting, to make sure everything goes smoothly.
In Conclusion
By using Dubsado Scheduler Groups, you can tailor your appointments to accommodate different locations, tax rates, pricing structures, and appointment types.
Additionally, you can ensure that your clients receive accurate information about their appointments, all while streamlining your scheduling process.
It's a win-win for both you and your clients, making the entire process more efficient and convenient. Your clients will appreciate the personalized experience, and you'll appreciate the time and headache saved in managing your appointments.
Tutorial on How to Create a Scheduler Group in Dubsado
Below is a tutorial to show you how to create a Group Scheduler in Dubsado. I’ll also take you through how which smart fields to use in your email reminders to ensure there is no confusion.
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