How to Automate Your Lead Capture Process in Dubsado
- Betsan
- Sep 29
- 5 min read
Updated: Sep 30
Do you feel like every new lead costs you more time than it’s worth?
👉🏼 Copying and pasting the same emails over and over.
👉🏼 Forgetting to follow up and leads slipping through the cracks.
👉🏼 Spending forever going back and forth in the DMs just to book a call.
👉🏼 Still using a Google form as your inquiry form (and wondering why it feels clunky).
If this sounds like you 👀, you’re wasting hours every week on admin you don’t need to be doing. With the right Dubsado setup, your lead capture process can run on autopilot without feeling robotic.
I’m Betsan, a Certified Dubsado Specialist and systems strategist. I’ve helped social media managers, coaches and online service providers streamline their client processes for 4 years, so they can spend less time buried in admin and more time focusing on growing their business.
And if you’re ready to jump in today, don’t forget you can use my code FREEDOMCREATIVE30 for 30% off your first month or year of Dubsado
In this post, I’ll walk you through exactly how to:
Capture leads automatically in Dubsado
Track them through your sales funnel with project statuses
Automate discovery call scheduling
Build a workflow that runs the entire process for you
Step 1: Track Your Leads with Project Statuses
Most business owners I work with start out tracking leads in a spreadsheet (or worse… their inbox). The problem? Things slip. Someone replies late, you forget who you’ve already followed up with and suddenly a potential client has gone completely cold.
With project statuses in Dubsado, you can see your whole client journey at a glance. Think of it as your sales pipeline, except it updates automatically as leads move through your workflow.
Some common statuses I recommend setting up are:
New inquiry – when the form has just been submitted
Discovery call scheduler sent – so you know the client has the booking link
Discovery call booked – no more second guessing whether they’ve booked a call
Needs proposal – so you know exactly what comes next
Proposal sent – clear follow up point
Tip: Keep your statuses short, clear and aligned with your actual process. Don’t overcomplicate it… this should make your life easier, not harder.
You can add your project statuses by clicking the 'customise' button on the right hand side of the screen.
Step 1:
Step 2:
Step 2: Create a Lead Capture Form
Your lead capture form is the very first interaction most people have with your business, so it sets the tone. Make it clear, professional and easy to complete.
At a minimum, your form should collect:
First name
Last name
Email address
From there, you can add any extra fields that you need for example, phone number, Instagram handle, or even a question about their goals. But keep in mind, not to make the form too long to overwhelm people.
Inside Dubsado, you’ll map each field so the data flows straight into your CRM. This means no more manual copy and pasting.
A couple of key things to check in your form settings:
Link it to your enquiry workflow. Otherwise, nothing happens once someone hits “submit.”
Set a project title. I usually recommend using the client’s name or business name so projects are easy to find.
Add a redirect URL. This could take them to your services page, a thank you page, or back to your website.
Tip: If you already have a website, embed your form. It keeps the whole experience branded and makes you look polished from the first interaction
Step 3: Automate Your Discovery Call Scheduling
We’ve all been there … “Are you free Tuesday at 2?” “No, but what about Wednesday at 11?” … and on it goes. 😫 Booking a simple call shouldn’t take that long.
This is where Dubsado’s scheduler comes in. You’ll set it up once, and it’ll handle all of that back and forth automatically.
Here’s what you can customise:
Availability: Choose which days/times you’re open for calls.
Rolling date window: I recommend a 30 day window so availability is always accurate.
Buffer times: Add a 15 or 30 minute gap before and after calls so you’re not rushing.
Reminders: Set automated emails to go out 24 hours before and 1 hour before the call.
I personally prefer to review enquiries before sending the scheduler, so I don’t waste time on calls with people who aren’t a good fit. But you can also connect the scheduler directly to your form if you would like leads to book instantly.
Tip: Always add reminder emails directly inside the scheduler, not the workflow.
FREE DOWNLOAD
Dubsado Discovery Call Workflow Template
Step 4: Build Your Automated Workflow
This is where the magic happens. Once your workflow is in place, you’ll never have to manually send the same “Thanks for enquiring, here’s my calendar link” email again.
Here’s an example of a simple enquiry workflow:
Lead fills in the form → Project status updates to New enquiry
Confirmation email is sent automatically
To-do created for you to review the form
Discovery call scheduler sent (you can approve this email first if you like)
Once call is booked → Status updates automatically to Discovery call booked
After the call ends → Status updates to Needs proposal
Follow up email sent with key notes from the call
You can even build in conditional logic if you offer multiple services. For example, if they select “Social Media Management” on the form, the workflow can trigger a different scheduler or proposal than if they selected “VIP Day.”
Step 1:
Step 2:
Tip: Don’t be afraid to personalise. Automation is there to save you time, not remove your personality. You can always tweak emails before they go out.
Why Automating This Matters
When you automate your enquiry process in Dubsado, you’re not just saving time… you’re creating a consistent, professional experience that builds trust from the very first interaction.
Here’s what changes once you’ve got this in place:
✅ No more leads slipping through the cracks
✅ Calls booked without the endless back and forth
✅ A client experience that feels polished and high-end
✅ Hours of admin time freed up every single week
And the best part? It only needs setting up once. After that, it just works for you in the background.
Grab My Free Discovery Call Workflow Template
I’ve put together a free Dubsado Discovery Call Workflow Template that includes:
2 done-for-you workflow templates
A setup checklist
Plug-and-play email templates
Enter your details below to download.
Automating your lead capture and call booking process isn’t just about saving time, it’s about creating freedom in your business. Imagine checking your inbox and seeing new discovery calls booked without you lifting a finger. That’s the power of a solid Dubsado setup.
And don’t forget, if you’re ready to set up your own account, you can use my exclusive code FREEDOMCREATIVE30 for 30% off your first month or year of Dubsado.
And if you’d rather not DIY it? My Done For You Dubsado Setup Service takes the whole process off your plate, so you can stop worrying about tech and get back to doing the work you love.
Hi, I'm Betsan!
I'm a mum of 2 boys, from Wales (UK) and whenI'm not running to and from football games, I'm diving into the back end of my clients business, to implement systems that take you from overwhelmed and confused to working with ease!
At The Freedom Creative, I build streamlined and automated systems for Social Media Managers, Coached and Online Service Providers helping them to deliver a professional client experience while gaining back hours of time in their day.
If you need help to automate your client facing tasks, onboard your clients with ease and stop drowning in an ever growing to-do list, we should talk!
It’s time to be present in your life and create the time freedom you so desperately crave.
Click below to discover my services.
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