Take Workflows Live

Foreign.

The first thing that we want to do is get our new clients up and running on our new processes.

This is going to be fast and easy and it's going to save you time later so that you don't get any new leads now that are not coming into your workflows.

So we want to make sure that we're getting them coming in.

Our workflows automatically applied, all that good stuff.

So that, that means that we need to get our lead capture public proposal or scheduler onto our website right away.

So if you tested your workflows by filling out a form, then you'll go to templates forms and then you're going to locate the form that you need to embed.

Now, whether you do lead capture or public proposal, at this point the steps are the same.

So I'm going to demonstrate on a lead capture.

So open up the appropriate form, you're going to go to the share icon and then you're simply going to click to copy this embed code to embed it on your website and then you can save and close this form.

Now, if for some reason your website doesn't have the option to embed, or if you don't know how, or if you don't have a website, then you could instead grab this link and either link out directly from a word on your website or use this link directly so that, that people can reach out to you in this manner.

If you tested your workflows by scheduling an appointment, then you're going to go to templates Scheduler, you're going to locate the public scheduler that you're starting with.

So probably something like discovery, call, consultation, whatever it is.

if it's a session, you'd pick up like a paid session, you'd pick paid session, then over on the left hand menu you're going to click this link button and then this is going to pull up your code and your direct link.

So again, depending on whether you want to embed the scheduler or if you just want to link out to it, then you will make your selection and you will go put that in the right place on your website.

Starting to use your workflows for clients you already have booked isn't quite as straightforward and it can be time consuming to get them into your dubsado.

But it is usually a very worthy project to have everyone following the same process rather than you trying to mentally keep up with who's on new processes and who is on old ones.

So here's what you do in order to bring Everyone into the same system.

You're going to navigate to your projects dashboard.

You're going to click New Project and then you're going to enter the name of this already booked client with all of their information you'll probably need to create a new client for the sake of expediency.

In this video, I'm just going to select one I already have in here, select the status that is relevant to them, any tags I wish to apply, and then click Create Project.

Once the project has been created, the Dubsado will automatically bring me into it.

I will set the project date as needed.

I might upload any PDF contract that has already been signed and I will put in any other relevant information.

I'm going to go to the invoices tab and I'm going to create an invoice for them and I'm going to make sure that I apply whatever package they purchased and I'm going to apply any payments that they have already made so that this account is current.

Once I'm done with all that, I'm going to go to the Workflows tab.

I'm going to select the workflow that is relevant to them and what I mean by that is the workflow that is closest to where they are in the process.

So if this were a wedding, client and we, they're already booked, that means we're past the lead stage.

So I would not start Wedding Lead and instead I'm going to start Wedding Booked.

I'm going to apply the workflow and then, once it loads, I'm immediately going to scroll to the bottom and click the green active button so that it changes to paused.

This means now that none of these actions are going to fire until I turn it back on.

And now is the place where I'm going to go through and either force now or mark completed any steps that have already happened or that don't need to happen.

So I do want the portal to activate.

I will need to set this portal password, but I don't want to invite this client to the client portal right now.

So I'm going to mark this completed.

I've already sent them their planning checklist, so I'll mark that completed.

And so the next thing that we need to do is get their engagement session scheduled.

So with all of those things done, then this is where I'm ready to restart the workflow.

So I'll scroll to the bottom and this will say paused and I'll reclick active.

it looks like in this particular case it, errored, and it restarted on its own.

That should not happen in your case.

So this will say Yellow paused.

You'll click that, and then you'll move on.

Pro Tip before beginning this process of applying these workflows to your already existing clients, you may want to send out a manual email to each of them, letting them know that you've gotten a new system and you're going to be working to onboard everyone to it, and that you appreciate their patience with any hiccups or errors that you may run into.

Because no matter how how well prepared you feel, something will happen.

That's just the nature of this beast.

So to help you out with that, I've given you an email template down below on what you can send your clients to let them know about this.