Dubsado Scheduler Groups: How to Use Them

By Ema Katiraee, Certified Dubsado Specialist

TL;DR: Dubsado scheduler groups let you bundle multiple schedulers into one landing page so clients can choose the right appointment type, location, or price tier themselves. It's a cleaner experience for them and less back and forth for you. This post covers three ways to use them and how to make sure your confirmation emails pull through the right details automatically.

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If you offer appointments in different locations, at different price points, or across different session types, scheduler groups are the cleaner way to handle it. Instead of sharing separate links for every scenario, you share one group link and clients pick what applies to them.

If you haven't built your individual schedulers yet, start with the complete guide to setting up the Dubsado scheduler.

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What Are Dubsado Scheduler Groups?

Scheduler groups are ways to group together individual Dubsado schedulers. 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

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How to Use Dubsado Scheduler Groups

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, click Add link to enable video conferencing and type in “via Zoom” or “via Google Meet” under location description. If using the same Zoom link for all your appointments, simply paste that link under location instead of adding the link.

  • 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: Under Events → go to Group Templates → click + to create New Template. 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 the code to display it on your site, or share a public 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.

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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 scheduler under Payment, set the price 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.

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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.

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Tips for Using Dubsado Scheduler Groups

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.

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Tutorial: How to Create a Dubsado Scheduler Group

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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Want Your Scheduling Fully Automated?

If you want your scheduling, forms, and workflows all properly connected in Dubsado, book a discovery call and let's talk about what a full setup could look like for your business.