Keeping Up with Important Dates with Dubsado Scheduler

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If taking calls and meetings every day is a part of your business process, you'll need a dependable scheduler to set appointments. This goes especially if you're into coaching; if you keep missing appointments, you will lose a customer's confidence. 

Client management platforms like Dubsado have a built-in scheduler, which you can customise and post on your business website. Sharing your online scheduler is also easy – just send the link to your client. With the Dubsado Scheduler, your client can see your availability and choose the best date for a meeting, call, consultation, and other client interactions. The best part? The scheduler eliminates the lengthy back-and-forth with clients via email. 

Dubsado Scheduler Core Features

Basic Setting 

On the Dubsado Scheduler, there are two tabs where you can customise the setting: Basic and Advanced. Here are tips for the basic setting: 

Online booking: Dubsado's scheduler generates a scheduling link that you can share with a client. The client chooses the most convenient dates for meetings or calls. You can share the link via email and social media or embed it on your website and opt-in forms. You can add buffer times between appointments to give you more time to prepare for a meeting or avoid overbooking. 

Calendar Integration: Dubsado plays well with other applications, so you don't have to worry about bugs. The scheduler syncs smoothly with Zoom, Microsoft Outlook, Google Calendar, Zapier, Integromat, Calendly or Acuity.

Workflow Trigger: The Dubsado scheduler can be added to a workflow, and once a client saves a date, it will trigger the specific workflow automatically. With this feature, clients are ushered to the next steps of the workflow on auto-pilot, freeing them of recurring tasks. The appointments can trigger the following actions at a specific time:

• After a date has been scheduled
• Before an appointment time starts
• After an appointment has ended

Automated Reminders: No need to send appointment reminders manually or hire someone to do this for you. Dubsado's built-in scheduler will automatically send reminders for upcoming meetings so your clients won't miss an important date. 

Collect Client Infos:  You can customise the scheduler to collect client infos such as contact details, the purpose of the meeting, etc. It also captures any pre-appointment questionnaires and forms. The data will be helpful to customise your service. 

Confirmation and Cancellation: Dubsado empowers clients by letting them choose the best dates for a meeting with the option to reschedule and cancel the selected dates. This feature makes data management a breeze. 

How to Use Dubsado Scheduler

Dubsado's scheduler is easy to use. Start by defining the appointment name and the duration of the meeting. The default options for appointment duration are:

• 15 minutes
• 30 minutes
• 60 minutes

The scheduler has three appointment options: rolling date, fixed date, and indefinite date. 

Rolling date: Clients can book a certain number of days in advance, but you can set this at a specific time frame, such as 15 to 30 days, so clients won't save the date too far in your calendar.  

Fixed date: Clients can set a specific start and end date for booking meetings in the scheduler. We recommend this setting if your schedule is filled with a lot of sales calls or if you are selling or launching a product at a specific time of the year. 

Indefinitely: These are dates that can be booked anytime in the future. 

• The scheduler lets you set your availability, which you can edit anytime. This will clue customers in on your working hours and adjust their meeting dates accordingly. 
• Fill out the rest of the fields with the meeting location, choose between “available” or “busy” after a client sets a date, and then click the video conferencing box under “Location” to add your Zoom link. 
• At the bottom of the page is where you can paste the canned confirmation email so that every time a client sets an appointment, they will automatically receive a confirmation message on their email. 
• If using video conferencing, use the appointment conferencing link smart field and not the meeting location in your email reminders so people have the Zoom link in their email. 

Advance Setting

Dubsado's scheduler has a basic and advanced setting for booking appointments. Here are quick tips for the advanced setting: 

Prevention: This feature stops clients from booking certain hours on a specific appointment date. For instance, if you set the prevention feature at 24 hours, the time less than 24 hours will be blocked off on the scheduler. Once set at a specific date, clients cannot book in advance on that date. 

Buffer Time: If you need a breather or more time to prepare between appointments, you can set a buffer time so you don't take multiple meetings consecutively. 

Increments: This setting determines the start times of available appointment dates. By default, start times are set in 30-minute increments, which you can customise. For example, you can increase or decrease the default 30 minutes to 15 minutes. The maximum start time is set at 119 minutes.

Appointment details: This setting consists of two options: daily and total appointment maximum. The daily appointment maximum lets you set the maximum number of appointments that can be booked daily. If you activate the “allow this scheduler to be used” option, you can select the total number of appointments that can be reserved and stop future bookings. 

Welcome message: This is the field where you can write a message, which will be displayed as a banner across the top page whenever a client views the scheduler. However, the banner message won't be visible when the scheduler is embedded on a website.

Confirmation Email: After a client books an appointment, you can send a confirmation email automatically. Copy and paste the confirmation email into the field near the bottom of the scheduler template. 

Attach forms: From questionnaires to lead capture forms, you can attach documents to a booking. This is an excellent feature if you'd like a customer to answer a few questions before reserving a date for an appointment. Adding a lead capture form can also create a new client or project. You can also link the scheduler to a workflow. 

Redirect URL: This is a field where you can copy and paste a link to direct a client to a different website page outside the platform after booking – like a “Thank You” page. 

Invoice: The invoice feature can be set if clients must pay while booking an appointment. Just toggle the invoice setting, and automatically, Dubsado will create an invoice that has to be paid in full before a client can reserve a date for an appointment. 

Notification: This setting enables you to set reminders before an appointment so you and your client won't miss a meeting The alerts can be placed 24 hours in advance. You can set the notifications at specific hours and minutes before the appointment. 

Monthly View: Dubsado's scheduler can be viewed in a weekly format by default. But you can set the view to a monthly view setting so your clients can see your availability for the entire month. 

Managing a busy schedule can be taxing, especially if you're running the whole show on your own. But with Dubsado's Scheduler, accepting appointments and managing your schedule is much easier.

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