How to Implement a Custom CRM System for Your Coaching Business Using Dubsado

As an online coach, managing your client relationships is crucial for the growth and success of your business. With so many tasks to juggle, including booking appointments, sending invoices, and tracking client progress, it’s easy to get overwhelmed. That’s where a CRM (Customer Relationship Management) system comes into play. A CRM system can help streamline your processes and provide a better client experience. My favorite CRM option, which I’ve helped countless clients set up over the years, is Dubsado. In this blog post, I’ll show you how to implement a custom CRM system for your coaching business using Dubsado.

What is Dubsado and why should you use it?

Dubsado is a cloud-based CRM system designed for creative entrepreneurs and service providers, including online coaches. It offers a wide range of features to help you manage your clients, automate your workflows, and keep everything organized. Some key features of Dubsado include:

  • Client management: Keep track of your client’s information, notes, and communication history in one place.
  • Invoicing and payments: Create professional invoices and accept payments through various payment gateways.
  • Contracts and forms: Build custom forms, contracts, and questionnaires that clients can fill out and sign electronically.
  • Scheduling: Set up appointment slots and allow clients to book sessions with you directly through Dubsado.
  • Automation: Set up automated workflows and triggers to save time and ensure a smooth client experience.

By implementing Dubsado as your CRM system, you can save time, reduce manual tasks, and ultimately provide a more professional and seamless experience for your clients.

Setting up your Dubsado account

To get started with Dubsado, head over to their website and sign up for an account. They offer a free trial that allows you to manage up to three clients, which is a great way to test out the platform and see if it’s the right fit for your coaching business. Once you’ve signed up, you’ll need to complete the following steps to set up your account:

  • Add your branding: Customize the look of your Dubsado account by uploading your logo and selecting your brand colors. This will ensure that all client-facing materials, such as invoices and forms, are consistent with your business’s branding.
  • Connect your payment gateway: Integrate your preferred payment gateway (such as Stripe or PayPal) to accept payments through Dubsado.
  • Set up your email integration: Connect your email account to Dubsado to send and receive emails directly from the platform. This will help you keep all client communication in one place.
  • Import your clients: If you’re switching from another CRM system, you can import your existing client data into Dubsado. This will save you time and ensure a smooth transition.

Creating custom forms and contracts

One of the key benefits of using Dubsado is the ability to create custom forms and contracts tailored to your coaching business. To create a new form or contract, follow these steps:

  • Navigate to the “Forms” section in your Dubsado account.
  • Click “Create New Form” and select the type of form you’d like to create (such as a contract, questionnaire, or proposal).
  • Use the drag-and-drop builder to add various elements, such as text fields, checkboxes, and signatures. You can also customize the design and layout of the form to match your branding.
  • Save your form and start using it with clients by sending it via email or embedding it on your website.

Automating your workflows

To save even more time and ensure a consistent client experience, you can set up automated workflows in Dubsado. Workflows are a series of actions and triggers that happen automatically based on certain conditions. For example, you can create a workflow that sends a welcome email to new clients, followed by a questionnaire to gather more information about their goals and needs. To set up a workflow:

  • Go to the “Workflows” section in your Dubsado account and click “Create New Workflow.”
  • Give your workflow a name and description to help you remember its purpose.
  • Start adding actions and triggers by clicking the “+” button. Actions are tasks that Dubsado will perform (such as sending an email), while triggers are conditions that need to be met for the action to occur (such as a client booking a session).
  • Configure each action and trigger by setting the necessary parameters, such as the email template to use or the time delay between actions.
  • Save your workflow and apply it to the relevant projects or clients.

By automating your processes, you can free up more time to focus on coaching your clients and growing your business.

Tracking your projects and tasks

Dubsado’s project management features allow you to keep track of your client projects and tasks in one place. To create a new project:

  • Go to the “Projects” section in your Dubsado account and click “Create New Project.”
  • Fill in the project details, such as the client’s name, project name, and start and end dates.
  • Add any tasks, notes, or files related to the project. You can also assign tasks to specific team members if you have other people working on the project with you.
  • Monitor the progress of the project by updating the status and marking tasks as complete.

By staying organized and on top of your projects, you can ensure a smooth coaching experience for both you and your clients.

Implementing a custom CRM system like Dubsado can help streamline your coaching business and save you time and effort. By leveraging its various features, such as client management, invoicing, scheduling, and automation, you can provide a better experience for your clients and focus on what you do best – coaching. Take the time to set up your Dubsado account and explore its capabilities to see how it can transform your coaching business.