Last Updated October 2026 | By Ema Katiraee, Certified Dubsado Specialist
TL;DR: The Dubsado scheduler lets clients book appointments with you directly, without the back-and-forth emails. Once it's set up, you can connect it to your workflows so Dubsado automatically sends emails or forms before and after each appointment. This post walks you through where to find schedulers in Dubsado 3.0, the basic and advanced settings, and how to share your scheduler.
If you've ever spent more time than you'd like going back and forth over meeting times, the Dubsado scheduler is worth getting set up properly.
A lot of Dubsado users stick with Calendly or Acuity out of habit, even though Dubsado has built-in scheduling that does the same job. For most service-based businesses, the Dubsado scheduler covers everything you need, and the real advantage is that it connects directly to your workflows.
That means when a client books an onboarding call, Dubsado can automatically send them a questionnaire. Or when a meeting ends, it can trigger a follow-up email without you having to think about it.
Here's a step-by-step breakdown of every setting.
Video Tutorial
Prefer to follow along visually? Watch the step-by-step walkthrough in Dubsado 3.0 below.
Need the tutorial in Dubsado 2.0? Watch below
Why use the Dubsado scheduler instead of a separate tool?
There are a few good reasons to stick with outside tools, like if you need recurring appointments, multi-attendee group scheduling, or paid booking through a platform you already use. If those aren’t requirements for you, switching to the Dubsado scheduler means one less tool and a much tighter connection between your bookings and your client workflow.
Appointment triggers in Dubsado let you automate actions at three specific points:
After appointments are scheduled
Before an appointment start time
After an appointment has ended
That kind of automation isn’t available when you’re using an external scheduler, because the two systems aren’t connected.
If you offer different appointment types, locations, or price tiers, you can also bundle multiple schedulers together on one landing page. See how Scheduler Groups work in Dubsado.
Before you start
Create your email templates (confirmation and reminders) and any forms you want to attach before you build the scheduler. That way they’re ready to select as you go, and you won’t have to come back and finish the setup later.
Where to find scheduler in Dubsado 3.0
In Dubsado 3.0, schedulers have moved. Go to Events, then Scheduler templates.
From there, you can duplicate an existing scheduler or click Create new template to start from scratch.
How to set up the Dubsado appointment scheduler
Part 1: Basic Settings
1. Appointment Name: Click the scheduler title to change it. Name it something clear, both for your own reference and because it may be visible to the person booking.
2. Tags: Add tags to group your templates. If a client’s project has the same tag (for example, the name of one of your services), every form, email and scheduler with that tag shows up at the top of the list. It saves you from scrolling through everything when you send something.
3. Details:
a. Event Duration: Choose from 15, 30, 45 or 60 minutes, or set a custom length.
b. Location Description: This is visible when someone opens your booking link. Enter a physical address for in-person meetings, a note like “I’ll call you at the scheduled time” for phone calls, or a note like “via Zoom” for video conferencing.
For video calls, connect Zoom or Google Meet to Dubsado first. Then click Add link and check the video conferencing box. Dubsado will generate a unique meeting link for each booking, so you never have to create links yourself. You can also enable the Notetaker for video calls.
💡 Tip: For video calls, use the appointment conferencing link smart field in your confirmation and reminder emails, not the meeting location field, so people can view their meeting link.
c. Calendar event description: Add a description and any instructions attendees will need, like what to prepare or what you’ll discuss. These instructions will be included in the automated calendar invite.
4. Availability:
a. Weekly Hours: Set your weekly availability and customize it per day of the week if needed. You can also copy your availability from another scheduler that’s already using the right weekly hours.
b. Date-specific Hours: Change your availability for a specific date. Block out days when you’re away, like a vacation, or open up hours on a day you’re normally unavailable.
5. Booking Page: Set options for when people can schedule with you.
a. Booking window: Click indefinitely to change it to the following:
Rolling day window: Lets people book within a set number of days from today. I usually recommend 14 or 30 days so you’re not getting appointments booked months out.
Within a range: Sets a specific start and end date. Works well for mini sessions, launch periods or seasonal availability.
Indefinitely: No end date. I don’t recommend it, since people can book months out.
b. Minimum Notice: Click 1 hour to set how far in advance someone can to book an event. This prevents last-minute bookings and reduces the chance of you missing an appointment. I recommend at least 12-24 hours. If clients need to do pre-work or you need time to prepare, set it further out.
c. Schedule display: Click week to choose between a weekly or a monthly calendar view. I prefer the monthly view because I find it easier to navigate.
d. Time slot increment: Click 15 minutes to change how your available times are displayed. If set to 30 minutes, your clients will see 9:00, 9:30, 10:00. If set to 60 minutes, they will see 9:00, 10:00, and so on.
e. Welcome banner: Change the message that appears at the top of the scheduler when someone opens the link. It isn’t visible on embedded schedulers.
Part 2: Advanced Settings
1. Limits
a. Show booked events as: Choose whether you appear as Busy or Available after a booking. If you’re syncing with an external calendar like Google Calendar, set this to Busy to prevent double-bookings. See how to connect your calendar to Dubsado.
b. Buffer Time before / after event: Adds time before and after each event. Gives you a few minutes to prepare before a call and handle follow-up tasks after, like sending a proposal. It also stops appointments from being booked back to back.
c. Max booking per day: Set the maximum number of this type of appointment per day.
d. Total max bookings: Set a total cap, after which the scheduler closes entirely. This is useful for mini sessions, promotions or limited-availability offers.
e. Prevent clients from rescheduling: Toggle this on to stop clients from rescheduling on their own. It’s useful for sessions where you’d rather have clients reach out to reschedule, or where rescheduling isn’t an option at all (for example, if your contract doesn’t allow it).
2. Form: Attach a lead capture form or a questionnaire that has to be filled out before the booking is confirmed.
Lead capture form: Use this for new leads, like a free consultation scheduler on your website. It automatically creates a new contact and project in Dubsado.
Questionnaire: Use this for existing clients. Don’t attach a lead capture form to a scheduler you send to current clients, because it will create a duplicate project for someone who’s already in your system.
Tip: If the questionnaire is long and clients need time to fill it out, I recommend sending it separately instead of attaching it to the scheduler.
3. Payment: Require payment before the booking is confirmed. The simple view is enough for a set price. If you need more detail, like charging taxes, switch to the detailed view. Note: The invoice has to be paid in full, since payment plans aren’t available through the scheduler.
4. Reminders: Set up automated reminders before the appointment. This one matters. I recommend a reminder 24 hours before and another 1 hour or 30 minutes before. People forget appointments, and these cut down on no-shows significantly. Give your reminder emails clear names so they’re easy to find here.
5. Invitation & Confirmation Emails: Choose both from your canned email library.
Invitation email: The default email that appears when you send this scheduler from a client’s project. I rarely need it, but it’s there if you do.
Confirmation email: Sent as soon as someone books. Always set this one up. Include the date, time, and meeting link or location using smart fields, and include any additional information the client may need.
6. Redirect URL: The page people land on after they book. This is a great feature for discovery calls. Create a page on your website that isn’t in your menu and add a short video about what you’ll cover on the call, anything they should prepare, and links to your social media accounts. You can learn more here.
Part 3: Sharing Your Scheduler
Once your scheduler is ready, you have two options:
Embed code: Copy the code and add it to a page on your website. This is what I recommend for calls that anyone can book with you (like a discovery call). People stay on your website instead of landing on a Dubsado link, which is also better for SEO. See how to embed a Dubsado form or scheduler on your website.
Share link: Copy the link and add it to a button on your website. Clicking it takes people to the Dubsado scheduler page.
Before you share it, open the link yourself and make a test booking. Check the welcome message, the available times, the form, and the confirmation page and email, so you know exactly what your clients will see.
Frequently asked questions about the Dubsado scheduler
Where is the scheduler in Dubsado 3.0?
Schedulers are under Events » Scheduler Templates. From there, you can duplicate an existing scheduler or create a new one.
Can I use the Dubsado scheduler instead of Calendly?
For most service-based businesses, yes. The Dubsado scheduler handles individual appointments, custom availability, buffer time and reminders. The main reasons to stick with Calendly are if you need group scheduling or round-robin booking for a team. If you don’t need those features, the Dubsado scheduler does the job and connects directly to your workflows.
How do I connect the Dubsado scheduler to Zoom or Google Meet?
Go to your Dubsado settings and connect Zoom or Google Meet under the integrations section. Once connected, check the video conferencing box in your scheduler’s basic settings, and Dubsado will create a unique link for each booking. Then use the appointment conferencing link smart field in your confirmation and reminder emails so the correct meeting link is included automatically.
Can the Dubsado scheduler automatically send emails after a booking?
Yes. In the advanced settings, you can attach a confirmation email that sends automatically as soon as someone books. You can also add appointment triggers to your Dubsado workflows, which can fire after someone books, before the appointment starts, or after it ends.
What’s the difference between the confirmation email and reminder emails?
The confirmation email is sent to the client immediately after they book. Reminders are sent closer to the appointment time, for example 24 hours and 1 hour before. Both are set up separately in the advanced settings.
Can I stop clients from rescheduling?
Yes. In the advanced settings, turn on ‘Prevent clients from rescheduling’. Clients will then need to contact you to change their appointment.
Can I charge for appointments through the Dubsado scheduler?
Yes. In the advanced settings, add a price and require full payment before the booking is confirmed. Payment plans aren’t available through this feature.
Does the Dubsado scheduler work for new leads?
Yes. Attach a lead capture form in the form setting and Dubsado will automatically create a new contact and project when someone books for the first time. This is how most people set up their discovery call scheduler. For existing clients, use a questionnaire instead so you don’t create a duplicate project.
Can I attach a contract to the Dubsado scheduler?
No. Right now you can attach a form or require payment before a booking is confirmed, but contracts aren't supported directly on the scheduler. If your process requires a signed contract before the appointment is locked in, that has to go out as a separate step after they book.
Can I book an appointment for a client myself instead of sending them a link?
Yes. If you've already agreed on a time with a client, you can lock it in directly from their project instead of sending a scheduler link. See the full walkthrough: How to Book Appointments for Clients in Dubsado.
Need help with Dubsado?
Getting the scheduler set up is one piece of the puzzle. If you want everything connected properly, including your emails, forms and workflows, I can help with a done-for-you Dubsado setup. To get started, book a free discovery call to talk through what you need.
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