5 Ways to Make Dubsado Automation Seem Human
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Video Transcript:
Are you tired of doing everything manually in your business, but you're also afraid of automation because you don't want to lose that human touch? The good news is it doesn't have to be one or the other when it comes to Dubsado. Today, I'm going to share several tips on how to make automation seem "human" in Dubsado.*
Welcome back to the Productive Co. YouTube channel. My name is Rae and I am here to help you master all things Dubsado CRM.
I find there are a number of Dubsado* users who are struggling to get all of their tasks done in the day and they want automation. However, they're afraid to implement it because they don't want to lose that personal touch. However, there are several things you can do within your Dubsado setup to make your automation and templates seem more human, more personal, and less robotic.
5 Ways to Make Automation Seem More Human in Dubsado
1. Use Smart Fields
The first way I recommend making workflow automation and Dubsado* seem more human and less robotic is to use what's called smart fields. You can use smart fields on both forms and in emails. And these are little pieces of code that you can drop into the form or email that will auto-fill based on the information you have in Dubsado.
After you enter in the client's first name into the system, you can then have all of the emails that you generate after that auto-fill the client's name on the email. So this way, all of the emails that go out in your workflow will have the client's name on it. So instead of just saying "hello," you can say, "hello, John" or "hello, Betty." And you're not just limited to the first name with smart fields. You can actually go toward the bottom of the text box, where it says smart field. And these are a list of different fields that you can add here.
But this is a great way for you to personalize all of your forms and emails that go out without actually having to manually personalize them.
2. Use Office Hours (Optional)
The second way to make your workflow automation and Dubsado* seem more personal is to use office hours. So if you go into templates, workflows, and then up toward the top here, you can see underneath where it says workflow. You can see set office hours. If you click on this, you can set what would be your normal office hours. I'm just going to take a guess here and say that your hours are 9-5. You can see there's a note here that tells you what exactly this does. So how this works is if your workflow is set to trigger different actions, one after the other, but that action falls outside of your office hours say 5:30, that action actually won't trigger until the next day at 9:00 AM.
This way, your clients won't be getting stuff at midnight. When your clients know that you aren't online. I personally don't use this feature. I don't mind that my clients know part of my system is automated. I prefer the next steps in my workflow to trigger immediately. It's completely up to you, but this is an option for you. Do you want to make a note here that at the time I'm recording this video office hours will apply to all days of the week. That's seven days a week. It's not currently able to allow you to control which days it goes out on. So say Monday through Friday. So just keep that in mind.
3. Delay Sending
The third way to make your workflow automation and Dubsado* seem more personal is to delay sending. So if you go into templates and workflows and start adding different steps to your workflows, you can choose when those steps happen.
So I typically like to have all of my steps go out immediately. So in order to do that, we put zero days and then choose when I want that to be whether that's after the project start date or after the invoice is paid in full. Now, say, if you have an appointment with a client and you get off a call with them, maybe you don't want a form to go out to them. The second third call ends, maybe you want it to go out 15 minutes later, you can go ahead and select hours and then put 0.25 hours. That's just a work-around for making it 15 minutes. So you can delay sending on the different actions and your workflow.
4. Write Like You Speak
My next tip is to write your forms and emails like you speak. If you want your system to seem personal and your business is pretty informal, perhaps you don't want to address your clients as a greeting "John Smith," but instead, "Hi, John." Right like you speak! This is a great way to make your canned email templates seem like they were written specifically for that client. And they'll never have to know that you're using a template.
5. Use “To Dos” to Customize
The last way I can recommend making your workflow automation seem more personal in Dubsado* is to create a, to do task in Dubsado. So if you want to edit something before it goes out, because you want to make it more personal, you can create a to do in Dubsado's workflow. So you would go to add an action.
And from this dropdown box, you're going to select “create to do,” and then you'll give yourself instructions on what you want to do. So in this case, I'm going to edit and send a proposal for the client. This will give me an opportunity to customize one of my canned email templates and one of my proposal templates for the client. Instead of having the workflow automatically send out one of the proposals I already have on hand.
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And lastly, I do have several free downloads available on my website. If you need further help with Dubsado,* I also have a free five-day e-course called Dubsado Workflow Secrets that will give you the foundation for mastering your workflows. I'll link to that below this video. So you can get started right away. Have a wonderful day and I'll see you next time. Bye.
