Automate your VIP Day Process with Dubsado
VIP days are becoming a more and more popular offering for strategists, coaches, consultants, and other service providers.
Since the timeline for these types of services is pretty short, being able to make a good impression quickly and keeping both you and your client on the same page (so you’re able to meet the agreed-upon expectations) becomes imperative.
In this post, we will dive into how you can use Dubsado to automate your VIP Day process, so it runs as smoothly as possible.
What is a VIP Day?
In case you’re unfamiliar, a VIP Day (VIP Intensive, VIP Workshop, etc.) is a type of service offering that allows you to specify a goal, then spend a limited amount of time (e.g. one day, week, month) helping your client achieve that goal/result. The key to a successful VIP day service is that both you and your client show up prepared, so you can get as much done as possible in that limited amount of time.
What is Dubsado?
Dubsado is a business management tool that helps you automate and streamline your business processes. With features that enable you to quickly send proposals, get signatures on contracts, receive payment for invoices, send forms, and schedule calls, Dubsado can help you create a consistent high-touch, high-end experience for your clients.
In the context of a VIP Day, Dubsado can help you streamline and automate the following processes.
Sales and Follow-up
Onboarding and Client Intake
Offboarding and Feedback
Related: All-In-One Solution: Dubsado Review
Simplify Your Sales and Follow-up Process
Dubsado makes it very easy to streamline your sales process. By setting up and using a lead capture form (which will serve as your contact, consultation, or application form—whichever you prefer), whenever anyone completes this form, they will automatically be added to your Dubsado system and you can immediately apply a workflow to follow up with them.
This form can be embedded or linked on your website, social media profiles, etc.
In the example workflow used in the image above, once the lead capture form is submitted, Dubsado will send the lead an invitation and link to schedule a discovery call (meet ‘n greet, sales call, etc.). If you want to be able to review the lead’s form responses before sending them the link to your scheduler, you can have Dubsado “require approval” from you before sending out the email with the scheduler link. The scheduler integrates with Zoom and a few other video conferencing platforms to automatically generate meeting links. Additionally, Dubsado can automatically send out reminder emails (for example, 24 hours prior to the call).
Once you’ve had the discovery call and decided that the lead is a good fit for your services, you can use the workflow to automatically send them your proposal, contract, and invoice after the Discovery Call has ended. (And, again, you can have the workflow require approval, so you can keep the proposal from automatically sending if the lead wasn’t a good fit.)
If the prospect has not completed the proposal after a specific number of days, you can have the workflow automatically follow up with them to see if they are still interested in working together.
For a lot of the clients I work with, this type of workflow can be a game-changer for their sales process. Whether they tend to forget to follow up with prospects or feel a bit uncomfortable doing so, automating some of these steps make the sales process feel easier and more manageable.
Streamline your Onboarding and Client Intake Process
In addition to simplifying your sales process, you can continue with this workflow to streamline your client onboarding or intake process for your VIP Day.
By utilizing the automation features in Dubsado, you can send out your “Welcome” email immediately after they have paid their invoice. (Which, in my opinion, is a great way to ensure they feel taken care of and hopefully allay and buyers remorse they may feel.)
With Dubsado’s form features, you can set up your client intake or VIP Day project questionnaire and have the system send it to the client at a specific point during the process (for example, 2 days after the welcome email has been sent, as shown in the workflow steps in the image above.) Furthermore, if your client hasn’t completed this form after a specific number of days, you can have the system automatically send them a reminder to complete the intake form.
In wrapping up the onboarding/intake process, I’ve included one of my favorite automated steps from my own Workday Intensive/VIP Day process. In this step, I have an email scheduled to send 24 hours prior to my client’s Workday Session, which includes a lot of important information like (1) confirming the meeting time and location for the following day, (2) reminding my client of what they need to bring to or have ready for the meeting, and (3) the status of anything they needed to get to me before the call. For me, this email requires approval in my system, so it’s an easy reminder that helps me prepare for the Workday Session and establish expectations for both myself and my client for the following day.
Related: Dubsado for Coaches: Automate Your Sales and Onboarding Process
Automate your Offboarding and Feedback Process
One thing I know I struggle with (and most of my clients report that they struggle with as well), is implementing an offboarding and feedback process that helps them seamlessly close out the project and get feedback and/or a testimonial from the client. So, to wrap up, let’s review how you can use Dubsado to automate this often overlooked process.
To kick off the offboarding process, I like to include a workflow step that sends a “Follow-up” or “Wrap-up” email after the VIP Day has ended. For most of my clients (and myself), this is a template email that gets updated to include pertinent details about what we were able to accomplish and/or a link to the call recording before it is approved and sent to the client.
Two days after the wrap-up email has been sent, Dubsado can automatically send your client a feedback questionnaire (and even follow-up with them if it hasn’t been completed within a specific number of days—like the intake form mentioned in the onboarding process). Once they’ve completed the feedback form, you can have the workflow send them an email requesting approval to publish their testimonial to your website and/or social media.
Finally, you can have Dubsado send a “check-in” email a few weeks or months later to see how your client is doing, see if they need any additional help (this is a great way to cross-sell your services), or see if they know and could refer you to anyone who might be a good fit for your VIP Day or another service.
Like following up to see if your prospects are still interested during the sales process, automating your offboarding and feedback process can help you accomplish some of those tasks we all know we need to do but sometimes forget.
Next Steps
If you want to start using Dubsado to automate your VIP Day Process, you’ll need to:
Sign up for a Dubsado account. (You can sign up for a free trial account here and use the code SIMPLEOPS to save 30% off your first month or year when you get ready to sign up for a paid account.)
Write out each setup of your VIP Day process, and identify what you can and would be helpful to automate.
Set up each of your templates in Dubsado (packages, forms, canned emails, scheduler, etc.).
Set up and test your VIP Day workflow.
Publish your lead capture form on your website and/or social media channels.
Need Help?
If you need help getting Dubsado setup for your business, I’d love to help. We offer a variety of services to meet you where you are in your Dubsado journey.