How to Map Your Workflows for Dubsado

If you've given Dubsado a good try, but failed to get much traction, I bet you $5 you haven't done this one crucial step: workflow mapping.

I know, because I've been there.

Note: In the past I called "workflow mapping" "process mapping." They are the same thing, but "workflow mapping" is the term I use now.

I've written before about workflow mapping and I'm still preaching about it.

Can't stop. Won't stop.


Workflow mapping for Dubsado setup. Get my free email course, Dubsado Workflow Secrets to give you the foundation you need for setup.

Because Dubsado is quite literally a virtual assistant. Dubsado automatically takes care of a lot of things for you, but she's not a mind reader. She's highly customizable, she needs to know what you want her to do.

That's why you always, always, always need to map out your workflows.

Even as an experienced user, I find myself struggling to create workflows if I've skipped workflow mapping. You’ve got to have a plan of action.

If my point isn't loud and clear already: Always map out your workflows.

What's a workflow?

A workflow is a process you repeat over and over. They are your "flow of work." Even if you don't have these mapped out, you have many of them in your business, life, and relationships.

If you are writing a blog post, you'll write the post after you've selected a topic, but before you publish it. In your life, you likely have a bedtime routine: turns off the lights around the house, put on your pajamas, brush your teeth, and set your alarm.

They are your routines. And if you focus on streamlining your routines, you'll:

  1. Do things more quickly without being rushed (productivity and efficiency for the win)

  2. Have more consistent results

  3. Be able to outsource tasks more easily

The beauty of this is that Dubsado is going to help you achieve all of the above.

Dubsado is going to take over parts of your workflows for you.

Because Dubsado is a client management system, you will be focusing on mapping out your client management workflows for setup.

Log out of Dubsado

Dubsado has a workflows feature that is intended to automate a lot of the tasks you would normally execute in your client management workflows.

Don't start this process in Dubsado's workflows section though. Instead, log out of Dubsado.

Choose one of two options:

  1. Grab a pen and paper

  2. Use a free flowchart software like or Milanote

You're now ready to start mapping out what your workflows look like.

Map Out Your Client Management Workflows

Think about one of the services you offer and focus on writing out what your client management workflow is for that service only.

I always recommend focusing on one workflow at a time.

Once you figure out the first one, the others will be easier to do, especially if your workflows are similar. You'll be able to make a copy of your first workflow and edit the second one as needed.

The first one is the hardest, I promise, so just hang in there.

Think about every transaction that needs to take place between you and a client to get them onboarded. Then think about the process it takes to offboard them.

The key here is to get specific. The more clear you become, the more you can outsource to Dubsado.

— Subscribe on YouTube —

Review Your Workflows

You probably aren't going to get every single step in your workflows right on the first try.

Distance yourself from your workflow maps for a little while, so you can come back and look at them with a fresh set of eyes.

Need some suggestions on what to do during this time? Take a 45-minute walk and listen to a podcast, make yourself a gin and tonic, curl up on the couch under a blanket and read a good book. The world is your oyster.

Then come back and review your flowcharts. Are your workflow maps missing anything?

Gather Your Components

Now that you've mapped out what your workflows are, it's time to begin gathering all the components you need for that workflow.

Make a folder on your computer and add every template you need for that workflow: canned emails, questionnaires, welcome packets, contracts, etc.

Once you've gathered your workflow components, you'll be ready to add these elements to Dubsado.

And just like that, you’ll be ready to assemble your workflows in Dubsado.

Curious to know, did I win the bet? Have you mapped out your workflows before? Share below.

Did you know every Dubsado user gets a FREE 3-client trial that never expires? To activate 20% off your first month or year when it comes time to pay, enter code “productiveco” to your billing section now.


This post may contain affiliate links to products I recommend. I may receive a commission at no extra cost to you. Read my disclosure for more info.

Get your workflows working for you in this free 5-day email course.