The Ultimate Dubsado Setup Checklist: Everything You Need to Launch With Confidence

So you’ve signed up for Dubsado (👏 yay!) — but now you’re staring at a blank dashboard wondering, “Where do I even begin?”

Friend, I’ve got you.

As a Certified Dubsado Specialist, I help creative business owners every day who are stuck in that exact spot. So I created this step-by-step setup checklist to help you build a strong, strategic foundation — without the stress or overwhelm.

Whether you’re DIY-ing your setup or just want to make sure you didn’t miss anything important, this is your go-to guide.

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🧭 Phase 1: Foundations + Admin Settings

Start with the back-end basics to make sure everything works smoothly once you start building workflows.

✅ Set up your brand logo, colors, and business info
✅ Connect your email and calendar integrations
✅ Set your currency, timezone, and preferred date formats
✅ Set up your payment processor (Stripe, Square, or PayPal)
✅ Add your scheduler availability

Pro Tip: Connect your email before doing anything else — it ensures that all automations can send properly later (you’ll also need your email connected before you can test your system later on).

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🗺 Phase 2: Map Your Client Journey

Before you build a single template, take the time to outline your full client process. This becomes your roadmap for what to create — and ensures your setup aligns with your actual service experience.

✅ Identify the phases of your client journey (inquiry, booking, onboarding, delivery (for each service), offboarding)
✅ List every step clients go through — from the first touchpoint to final goodbye
✅ Map which emails, forms, schedulers, and automations you’ll need in each phase
✅ Write the steps for each workflow that will support each phase

Need help with this step? Grab my [free Client Journey Template] to make it easier!

Pro Tip: You may need to re-address your client journey a few times. Often as you begin creating your content, you realized you’ve missed steps. Treat your client journey as a working document.

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🛠 Phase 3: Create Your Content

Now that your roadmap is clear, it’s time to build what you’ll plug into your workflows. This includes your forms, emails, and schedulers.

📝 Forms

✅ Lead Capture Form(s)
✅ Questionnaires (Onboarding, Brand Discovery, etc.)
✅ Proposals
✅ Contracts/Sub-Agreements

📧 Canned Emails

✅ Inquiry responses
✅ Booking confirmations
✅ Welcome/onboarding
✅ Feedback request/testimonial
✅ Offboarding wrap-up

📅 Scheduler Templates

✅ Discovery Call
✅ Onboarding Call (optional)
✅ Offboarding or Review Call (optional)

🏷 Tags + Statuses

✅ Project Statuses (e.g., New Lead, Booked, In Progress, Offboarding)
✅ Tags by service type, referral source, or location (optional)
✅ Custom Mapped Fields (e.g., IG handles, due dates, content platform, etc.)

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🔄 Phase 4: Build Your Workflows

With all your content ready to go, you can now connect the dots and automate your client experience.

✅ Build your Inquiry Workflow first
✅ Then move on to Booking, Onboarding, and Offboarding
✅ Link the right emails, forms, and schedulers at each step
✅ Add project status updates and pauses as needed
✅ Test each workflow before setting it live

Workflow Pro Tip: Start with one service offering. Get it working smoothly, then replicate and customize for the rest.

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💡 Phase 5: Test Everything

Before going live, act like a client and walk through your own system.

✅ Submit your own lead capture form
✅ Check that emails send properly and links work
✅ Confirm your scheduler, contract, and invoice populate as expected
✅ Check timing triggers and workflow logic
✅ Edit anything that feels clunky or confusing

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🎉 Phase 6: Launch + Maintain

You’re ready to launch! But remember: a healthy system is one that’s checked on regularly.

✅ Archive completed projects monthly
✅ Refresh canned emails seasonally or when offers change
✅ Update schedulers as your calendar shifts
✅ Add new templates as needed
✅ Audit workflows quarterly

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TL;DR: Setup Doesn’t Have to Be Overwhelming

With the right order and a solid plan, setting up Dubsado can actually feel empowering — not exhausting.

Start with the strategy. Build what you need. Automate with confidence.