Top 3 Mistakes to Avoid When Creating Dubsado Workflows

How to Create Dubsado Workflows That Actually Save You Time (Instead of Creating More Work)

Hello there, darling!

Picture this: It’s 10 PM on a Tuesday. You’ve just poured yourself a glass of tea (or wine, no judgment here!), opened your laptop, and decided that tonight is the night you’ll finally set up those Dubsado workflows you’ve been putting off for months. Fast forward three hours, and you’re staring at your screen with glazed eyes, wondering why your “simple” automation sequence now looks like a complex subway map.

Sound familiar? You’re not alone.

Welcome to Le Blog, where I turn your CRM nightmares into sweet automation dreams! Today, I’m breaking down the top three mistakes I see wedding professionals make when setting up their Dubsado workflows – and exactly how to avoid them so you can get back to doing what you love (instead of wrestling with your CRM until midnight).

By the end of this post, you’ll discover:

• Why your Dubsado workflows might be creating more work instead of less
• The common mistakes that are sabotaging your client experience
• Exactly how to structure your workflows for maximum efficiency
• Simple fixes that will transform your client journey overnight

Why Dubsado Workflows Matter (More Than You Think)

Before we dive into the mistakes, let’s talk about why getting your Dubsado workflows right is so crucial. As someone who’s set up over 40 custom Dubsado systems for wedding professionals, I’ve seen firsthand how proper workflows can be the difference between:

• Working 60+ hour weeks vs. having actual weekends off
• Constantly chasing clients vs. having them rave about your organization
• Feeling perpetually behind vs. being confidently ahead of schedule

Your Dubsado workflows aren’t just about automation – they’re about creating a client experience that makes you look like the true professional you are, all while giving you your time back.

Mistake #1: The “One Workflow to Rule Them All” Syndrome

The most common mistake I see? Trying to cram your entire client process into a single, massive workflow.

The Problem

You start with good intentions. “I’ll just create one workflow that handles everything from inquiry to final gallery delivery!” And then, 47 steps later, you’ve created a workflow monster that’s impossible to troubleshoot when something inevitably goes wrong.

These mega-workflows are:

• Nearly impossible to test thoroughly
• Difficult to update when your process changes
• Prone to breaking at critical moments
• Overwhelming to look at (seriously, you’ll get anxiety just opening her up)

I once had a client come to me with a Dubsado workflow that had 43 steps. FORTY-THREE! It was trying to handle every possible scenario from initial inquiry through post-wedding thank you cards. And guess what? It failed constantly because one tiny change would break the entire system.

The Solution

Break your Dubsado workflows into logical client journey phases. I typically recommend:

1. Inquiry Workflow: From first contact to proposal acceptance
2. Booking Workflow: Contract signing, deposit payment, and welcome sequence
3. Planning Workflow: Questionnaires, timeline creation, and pre-event details
4. Delivery Workflow: Final deliverables and offboarding sequence

Each workflow should have a clear starting trigger and end point. This approach makes your workflows:

• Much easier to troubleshoot
• Simple to update as your business evolves
• More reliable during critical client touchpoints
• Less overwhelming to manage

Remember: Smaller, focused Dubsado workflows are your friend. Think of them as chapters in your client’s journey, not the entire novel in one go.

Mistake #2: Forgetting the Human Element

Automation is beautiful, but you know what’s not beautiful? Emails that read like they were written by a robot with a thesaurus.

The Problem

In the excitement of automating everything, many wedding pros create Dubsado workflows that remove all personality from their client communications. The result? Emails like:

“Dear [First Name], Thank you for your inquiry about [Service]. We appreciate your interest in [Company]. Please find attached [Document] for your review.”

Yawn. This isn’t going to make anyone excited about working with you, darling!

Even worse, some workflows are so automated that clients never get a sense of the actual human behind the business. When everything is handled by the system, your unique personality – the reason clients choose YOU over competitors – gets lost.

The Solution

Your Dubsado workflows should handle the logistics while preserving your unique voice and creating strategic touch points where you personally connect with clients.

Here’s how to keep it human:

1. Write emails in your voice: Instead of “Please review the attached contract,” try “I’ve just sent over our agreement – pour yourself a glass of wine and let me know if you have any questions while reviewing it!”
2. Build in non-automated check-ins: Schedule personal emails or calls at key moments in the client journey that aren’t automated. For example, a quick “Hey, just checking in to see how wedding planning is going!” a month before the big day.
3. Use personalization beyond just names: Reference specific details about their event, their venue, or something they mentioned in their consultation.
4. Create conditional logic that feels custom: Use Dubsado’s conditional logic to create emails that reference specific choices they’ve made, making communications feel tailored to them.

The goal isn’t to automate every single client touchpoint – it’s to automate the administrative tasks so you have more time for meaningful client interactions.

Mistake #3: Setting and Forgetting

The third (and possibly deadliest) sin of Dubsado workflows? Setting them up once and assuming they’ll work perfectly forever.

The Problem

Your business evolves. Offerings change. Your client needs shift. But your workflows? They stay frozen in time unless you actively update them.

I once worked with a photographer whose welcome guide was still mentioning her “2021 COVID protocols” in late 2023 because she’d never updated her workflow. Not exactly confidence-inspiring for her clients!

Other common issues with “set and forget” workflows:

• Links to resources that no longer exist
• Outdated pricing information
• References to old packages or services
• Scheduling links that point to times you’re no longer available

The Solution

Treat your Dubsado workflows like a garden that needs regular tending, not a set-it-and-forget-it crockpot.

Here’s my recommended maintenance schedule:

Monthly:

• Check that all automation triggers are firing correctly
• Test all links in your workflow emails
• Confirm that scheduler links are up to date & show accurate availability

Quarterly:

• Review all email copy for relevance and freshness
• Update any seasonal references or time-sensitive information
• Check in with clients about their experience with your process

Annually:

• Complete a full workflow audit
• Update all pricing and package details
• Refresh images and design elements
• Revise your client process based on feedback

I keep a “Workflow Check-Up” task in my ClickUp that reminds me to review my clients’ Dubsado workflows regularly. This simple habit prevents embarrassing outdated information and ensures the client experience stays fresh.

The True Cost of Workflow Mistakes

When your Dubsado workflows aren’t optimized, you’re not just dealing with technical frustrations – you’re potentially damaging your client experience and your bottom line.

Poor workflows can lead to:

• Lost inquiries due to slow or confusing follow-up
• Missed deadlines when automation fails
• Overwhelmed clients who don’t know what comes next
• You spending hours fixing problems instead of serving clients

One of my clients was losing 30% of her initial inquiries before we revamped her Dubsado workflows. The problem? Her inquiry workflow was sending too many emails too quickly, overwhelming potential clients. After we streamlined the process, her booking rate jumped significantly.

How to Get Your Dubsado Workflows Right the First Time

If you’re thinking “This all sounds great, but I don’t have time to become a Dubsado expert,” I have good news! You don’t have to do this alone.

As a Certified Dubsado Specialist, I’ve helped dozens of wedding professionals create Dubsado workflows that actually work – saving them countless hours and preventing the headaches that come with DIY attempts.

My Signature Dubsado Service includes:

• Custom workflow creation based on your unique client journey
• Beautifully branded forms and emails that reflect your personality
• Strategic automation that preserves the human touch
• Training so you can maintain your system with confidence

Want to see if we’re a good fit? Schedule a virtual coffee chat and let’s talk about how I can transform your Dubsado experience from frustrating to fantastic.

Ready to Transform Your Dubsado Workflows?

Your Dubsado workflows should be working for you, not against you. By avoiding these three common mistakes, you’ll create a system that:

• Saves you time instead of creating more work
• Impresses clients with your professionalism
• Allows you to focus on what you do best
• Gives you back your evenings and weekends

Whether you DIY with these tips or bring in expert help, optimizing your Dubsado workflows is one of the most important investments you can make in your business this year.

Ready to stop wrestling with your CRM and start enjoying the freedom of automation done right? Let’s chat about how I can help make that happen.

À bientôt, darling!

Chloe

P.S. Want more quick tips for maximizing your Dubsado experience? Follow me on Instagram where I share weekly Dubsado hacks, behind-the-scenes peeks at my client transformations, and the occasional travel photo (because work-life balance is non-negotiable!).