4 Dubsado Workflows Every Wedding Planner Should Have
There are certain places where wedding planners need help to save time and where automation makes a lot of sense. The good news is that you don’t have to handle everything manually. With the right workflows in Dubsado, you can take a lot of the admin tasks off your plate so you can focus on your clients.
In this blog post, I’ll walk you through four key workflows every wedding planner should have in Dubsado. Each one supports a different phase of your client process and helps you stay on track without having to double-check every step.
1. Inquiry Workflow
When someone fills out your lead capture form, that’s your cue to follow up with them. But if you’re busy or juggling multiple leads, it’s easy to miss something. An inquiry workflow helps with that.
Here’s what an inquiry workflow can do:
Send an automated response letting them know you’ll get back to them in 24-48 hours
Create a task for you to review the lead’s form responses and decide if they’re a good fit
If they are, check off the task and send an email inviting them to book a call and learn more about your services and pricing
Follow up if they haven’t booked a call after a few days
While Dubsado doesn’t have built-in logic logic for “if no call booked, send a reminder”, there are workarounds that you can use. For example, you can add a step to pause the workflow once a call is booked, so the follow-up emails stop automatically.
This takes the pressure off having to remember who to follow up with and keeps leads from slipping through the cracks.
Example of an inquiry workflow for a wedding planner
2. Booking Workflow
Once you’ve met with a couple and feel like it’s a good fit, it’s time to move them into the booking phase. A workflow can help automate the process from proposal to payment.
Here’s what a booking workflow can do:
Send a proposal, contract, and invoice (together or separately)
Let you customize the proposal before sending - you can offer a single custom package or several options for them to choose from
Follow up if the proposal isn’t submitted after a few days
Set the proposal to expire after a set number of days to avoid people submitting with outdated pricing
Hold all onboarding steps until the contract is signed and the initial payment is made
This gives you peace of mind that nothing goes out of order and that the couple completes everything before moving forward.
Example of an booking workflow for a wedding planner
3. Onboarding Workflow
Once the couple is officially booked, it’s time to welcome them and start the planning process. This workflow sets the tone for your time together and makes sure they have everything they need.
Here’s what an onboarding workflow can do:
Send a welcome email with links to their questionnaire, client portal, and any resources you want to share (welcome packet, Google Drive folder, etc.)
Follow up if the questionnaire hasn’t been submitted within a certain number of days
Send scheduler links for planning calls
Send additional forms throughout the planning process (timeline questionnaire, design questionnaire, etc.)
Share emails with checklists, blog posts, or helpful planning tips as the wedding date gets closer
This workflow can be as simple or detailed as you need, depending on how your planning services are structured. It keeps everything in one place and saves you time going back and forth with reminders.
Example of an onboarding workflow for a wedding planner
4. Post-Wedding Workflow (Offboarding)
Just because the wedding is over doesn’t mean the client experience has to end abruptly. An offboarding workflow helps you wrap things up professionally and leaves the door open for future referrals, reviews, and even anniversary celebrations.
Here’s what an offboarding workflow can include:
Send a thank you email after the wedding to let the couple know how much you enjoyed working with them
Give them some space for their honeymoon or post-wedding downtime, then follow up with a request for a testimonial
Include a form if you want to collect testimonials directly in Dubsado, or link to places like Google Reviews, The Knot, or WeddingWire
Follow up if they haven’t submitted a testimonial after a few days
This can be automated if you're using a Dubsado form
Or you can add a task to remind yourself to follow up manually
Schedule an anniversary email to go out a year later to congratulate them and stay top of mind
Offboarding is often overlooked, but it can make a big difference. It helps you gather social proof, end the project on a high note, and create opportunities for future client referrals.
Example of a post-wedding (offboarding) workflow for a wedding planner
Tutorial: 4 Dubsado Workflows Every Wedding Planner Should Have
If you prefer to learn by watching, I’ve recorded a video walking through all four Dubsado workflows I recommend for wedding planners. I break down the purpose of each workflow, the key steps involved, and how to avoid common mistakes.
From inquiry to offboarding, this video will give you a clear picture of how to automate your client experience from start to finish.
Watch the video below for the full walkthrough:
TL;DR:
Dubsado can save wedding planners hours and hours by automating key parts of their client process. Start with these four essential workflows:
Inquiry Workflow – Review leads, send consultation call invites, and follow up automatically
Booking Workflow – Send proposals, contracts, and invoices with reminders and expiration dates
Onboarding Workflow – Welcome new clients, send questionnaires, and planning resources
Post-Wedding / Offboarding Workflow – Send thank you notes, request testimonials, and celebrate client anniversaries
With the right workflows in place, you’ll spend less time buried in admin work and more time focused on your clients.
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