Streamline Your Document Management Process with Lead Nurturing CRM in Onboarding Forms

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[Music] using a CRM like dubsado can be a little bit intimidating not gonna lie when I first set up my dubsado account back in 2017 yes that's how long I've been using it it was a little confusing having to set up contracts and forms and getting used to invoicing and handling all of these things in the same app and what did that entail and where did everything go and how did it actually work and what if I use workflows and that seems a little bit just stop you only have to use the pieces that you need right now when you first create your account and you can build those things out as you get used to the platform and you understand what the tools are they actually have a great checklist in their help center I encourage you to go check that out it'll walk you through everything that you need to set up just know that you don't have to do everything right out of the gate don't expect to be a first time dubsado user and come into an account that looks like mine because I've been using it now for like six years all of that aside I did want to dive in to how dubsado can give you the ability to create flexible forms that you can send your clients as a service based business and how that's probably different than a lot of other crms out there including the ability to embed code which means you can embed videos into these forms and build those into your automations in the last video we talked about all of the different types of automations or workflows is what jumps audio calls them and how I use those in my onboarding and offboarding with my custom client projects now I'm going to show you what some of those forms actually look like when those automations are sending those forms out but before I dive in if we haven't met my name is Caitlin I run launch the damn thing I'm a website designer and Squarespace educator so I just totally nerd out on all of this stuff and have talked about it with somebody right anyway now that we're good friends let's hop on into my dubsado account because I don't just share that with anybody now we're in the templates area under the forms of my dubsado account and you can see that they organized that Loosely into columns kind of like a Trello kanban board style so we have a column for all of the contracts that I have in my account we have a column for all of the sub agreements the way projects work in dubstado is you have one main contract for the project and you can't add additional unless they are labeled as sub-agreements they have the same flexibility the same usability you can have multiple people sign in that way you just have one main contract for one person to sign with you and then if you need more contracts for a secondary person that will also be part of the project you send them a sub agreement but from the standpoint of like how they actually work they do the same thing you still get the signature fields which are legally binding digital signatures and you also have initial Fields questionnaires are completely different there's no signature involved and you can add all kinds of fields in there from text Fields date fields file uploaders check boxes drop downs all of the things that you expect a form to have proposals actually generate an invoice if you put package elements inside so they don't always generate an invoice but they can which I think is a really cool feature of dubsado that also gives you the ability to send one proposal that you can actually set up like an order form so let's say they choose package number one and package number four it will take the total of package number one and package number four and put them together generate an invoice and give them that total without you having to do manual labor as long as your proposal shows all of the packages for them to pick and choose and select I know that's that was a lot so I'll show you what that looks like in just a minute the last type of form dubsado offers are lead captures and those have the share links that you can link to from your website on any button or any text they also give you the ability to embed the form directly on your website and before I dive into what that form actually looks like I'm going to show you what my website looks like so on my contact page I have the inquiry form actually embedded in this section this is exactly the dubsado form but it lives on my website I have styled it with custom CS access so that it actually does look like it belongs in my website and I designed it here but actually it's an embed block so it was never designed in Squarespace I have a first name last name all the things then after I click Send it will redirect whoever is filling out the form to a page on my website that gives them more details on what happens next a little video to show them my personality and entertain them for a minute while they wait for the automated email responder that says hey I got your application so that's what an embedded form looks like in dubsado now I have the embedded version but I also have a separate link version it's the same form I literally just made a copy of one and grabbed the embed code for the other if I click on the Forum page it has my logo at the top and it has slightly different formatting on the instructions that is the only difference everything else is the same the reason I have two of them is because I wanted this page to look a little bit different than it does when the form is actually embedded on my website so they're slightly different the cool thing about uh these lead capture forms is that this field right here is called a workflow element and when you put in the options whatever you type in here you can also set the automation that happens if that's the answer they select which means you can have a different workflow trigger based on how they answered this question which is huge for people that offer different types of services and need to send them different types of confirmations or maybe kick start an automated calendar invite or a call or whatever it looks like for you and your processes in the settings you can also say the redirect URL you can also change the message in the pop-up after they hit submit like you can say you rock or whatever you want to say there you can also apply a default workflow if you don't want to use one of these drop downs if it's the same for everybody you can just set it here to do to start whatever in the automation series is that you want you can also change the project status when they have submitted a form it they automatically get a status change you can also set how the project title is going to be set you can also set if team members are going to be related you can even make this form expire if you want to set a time limit on whatever this thing is collecting so lots of really cool features there the form styling is by default you can choose the font that everything will show in the size and the color how much space is added to the top of the form or the bottom of the form what the button actually says and this is where I added custom CSS to my form to style all of the fields to add in my brand font so that I can use them if I want to I'm trying to keep this form really simple and really short let's equip and go into the next form I'm a little weird my proposals are not spectacular they're not designed and they're not pretty and that's actually how I want them to be at least for the time being I found that when I had a beautifully designed Proposal with FAQs and drop downs and all these things I was getting bogged down and redesigning it for every client that was spending way too much time on things that by that point they already knew because I've already had the conversation with them so it didn't seem important to me but the capability is there you can find all kinds of dubsado templates that teach you how to create these things these proposals that actually look like a website unfortunately I can't show you a personal example of that because I don't do that in my own business but you can see how I've customized it a little bit I have my brand font here I have my brand colors I have little boxes here this is closer to how it would display for an actual client there's three tabs across the top so it shows all three documents when I've asked it to the proposal can stand by itself but it can also show the accompanying contract for the same project and the invoice for the same project if you choose an ending combination thereof underneath that I have a text box that will automatically fill in the client name their business name and their email and the start date and the end date based on what I set in the project I don't have to type that in there's like one place to put that in and it just shows up everywhere that I have put those variable fields which is amazing underneath that I put in the project scope what we are going to tackle and I edit that before I actually send it out then I put in a table so that they understand what day of the week we are doing what when and why and when to expect meetings Etc underneath that I have a section that talks about their investment based on whatever they've asked for and what to do when they're moving forward they fill in their basic details here all of these mapped to their client address book details so that they will also fill in on the contract Etc so that I'm not manually moving data around copying pasting and doing all that stuff I don't want to do any of that you don't want to do any of that so this makes that process really easy the bottom I always ask how excited are they to really get started trying to get back to like okay I know you just filled out a form but let's talk about the exciting part because I want to get started on the design do you want me to get started on the design after that the button text says submit and next so they know that there's a second step to this when they hit that button they actually go over to the contract which is not part of this form so I can't click on it now but it will switch over so they can read through it and sign digitally and then it kicks over to the invoice so this is a three-part document with three literal parts to it to dive into the actual editor really quickly because there is a lot to it essentially you can have containers which is like div boxes if you code so you can have a container that you put in other containers and that is how I am getting like columns with background colors you can also do really fun stuff with these the mobile responsiveness of this is a little shaky so just make sure that you check it on multiple devices it's an automatic responsive thing but it just does whatever it does so you have to be aware of what that Quirk might look like on a smaller screen but there's lots of fun things that you can do with this including the tables and choosing background colors for cells and text colors and whatever there's of course text boxes images and it can change or access any images that you've uploaded to the account then your centralized media library which you can pull in at any point and all of these little container blocks have a slider so that you can control how wide the content can take up inside that container box so if you have one container that is the full width of the screen it doesn't have to have content that also takes up the full width of the screen that's the container width versus the content width I can just show you that really quickly so if I reduce the width of the content inside the container then I can reduce that without changing the background you can also set a background color you can also set a default text color in case you are doing an inverted Style with a dark background with white text so you don't want to go through individually and change all the text colors you can set a background image you can add spacing on the top on the right on the left and on the bottom of all of these container blocks you can also do the same thing for the space outside of it that's the margin on the top bottom left and right so you have lots of control to play around and make this really a beautiful document so that they don't feel so much like they're filling out a form that was the proposal and those are all mostly the same so let's jump into questionnaires because that is the really fun one fun fact questionnaires and dubsado don't actually have to have any fields at all and you're like why on Earth would you do that actually it is really handy if you just want to share some information in a way that you can't do in an email if I go into the welcome video this is what sends immediately after they complete their proposal and the contract and the invoice they make their first payment this is the form that it sends them immediately following that I have the background I have the welcome there's a 10 minute welcome video that goes over What To Expect While I'm getting all the like portal stuff set up for them on the back end it has a video and then I literally wrote it out here underneath in case they're more of a reader they have both options as you can see this is a form a questionnaire in-depth Auto that literally has no Fields there's no boxes to check there's no fields to type in there's nothing to do it sends this as part of the workflow automation just because I want them to know what to expect after they've done the paperwork and they've made the payment this is part of that onboarding and you can get really creative with that this is the opportunity to reinforce your boundaries to make sure they know how to communicate with you while you're working on getting the rest of their project details together now that it's actually a project so that is my onboarding form that's not really a form then I have my personality workbook and I'm not going to show you all of that but this is a preview instructions over on the left side a fun graphic on the right and then a whole bunch of questions beneath that I got that form from Elizabeth mccravy and booked out designer so I'm not gonna leave that open for too long there's lots of secret stuff there that she only shares in the course so after they get the welcome video and they complete their brand personality workbook then there are client portal access and instructions basically I'm like hey this is where we're going to communicate for the project and this is how to do it for large projects I bring my clients in to click up with me so they can see what I'm working on and when but in order to do that there's lots of steps because click up is not an easy thing to onboard clients into because it's so complex it's a robust software so to do that I have the lovely Layla pomper here to go through the guest account setup and once they've done that they will type in their email address for the account they created in Click up which is free then I know to send them the invitation to that email address to give them access to the portal as a guest that I set up in my account now they have told me that they've done that they've submitted their guest account access they've adjusted their notifications I have another video from Layla here she does it a lot quicker and more efficiently than I probably would so I'm literally embedding her videos here because they're public on YouTube they could go find them themselves and that's just an easy way for me to do that underneath that I'm reminding them not to arbitrarily check these boxes and to actually do these steps because with click up Asana and a bunch of others too if you don't adjust your notification settings you're going to get notified about everything and the next thing you know there's going to be 100 notifications in your inbox for things that you don't necessarily even need to know yet after that we move into step number three of the onboarding process that's where I go over their homework in the portal show them where everything is and then there's a couple of extra steps on how to use the content submission guides to fill out before their project is due because my projects are pretty content heavy and there's a lot of homework because I focus on collecting strategic content and not bogus content because I don't want to waste anybody's time we're gonna do a website we need to do it strategically so that ideally it can sell and get you client this is how to use the portal and everything inside in smaller kind of bite-sized pieces and again I'm asking them to check boxes after each video so that I can see where they are in the process there's a couple of short how to's at the bottom there's a link to the portal after they've gotten through all of this stuff it will only be there once I put the link in the custom mapped Fields if you need a refresher on how that's done make sure you go check out the video before this where I talked about where that is in the dubsado settings the exclusive General video library is a loom video library and I link that here and then this is where I fill in their password to their dosato portal because yes dubsano has a portal so when they have submitted their proposal and they've signed their contract and they've paid their invoices all of that is in it dubsado land portal and in the event that they want to go back and look at any of that I always give them the access point here at the bottom I'm just like hey thanks for doing that I'm really excited to get started and that's the end of the form so that is the client portal access and instructions then when we get closer to launching the website design we have a different form that goes out in a later automation that gives them access to the step-by-step guide to connect Google search console to their Squarespace website walks them through step by step it asks them if they did it now or if they're going to do it later it also walks them through how to submit their first sitemap to Google and again do it now or am I going to do it later and how to set up Google analytics because all of those things are a little bit dicey to do for other people with all the two-factor authentication type stuff at the bottom I just have another link to the video library in Loom and their Project Specific video library so I have one that has generic videos that all clients can access and I have another folder for every client with specific videos and in them just for that client that no other client sees so there's two links here I will make this text a button when that link is available and then I send the form so this is attached to one of those emails that I have to approve in the automation for it to actually go out the next type of form that I have is my testimonial request and I have two of them actually this is share the wins and I also have one that is share your review and feedback so this one goes out first in the automation right before we've launched so it has a brief word some questions and then I'm actually linking here to my Facebook page to leave that review over there I'm asking them to just copy and paste the generic review and put it in another location also and I'm doing the same thing for Google so they have the opportunity to jump over straight into Facebook and also over into Google land and leave me a review there this is something that I just recently started doing and it's actually working pretty well underneath that I'm saying by the way if I have any room for improvement please let me know is it okay if I need to make corrections to your review like if they forgot a period or it needs a quote so I'm asking for permission for that and also when it's okay to announce the website design on my own website and share the link sometimes the launch when we launch is not the public launch date and I always want to check to make sure that I'm announcing it on time underneath that I have a call out because I try to record all of the meetings that I have with clients and share those video files because I have real genuine reactions to their presentation during the call I always ask if I can get permission to use those Snippets as testimonial videos this is also something I've been doing recently that I haven't always been doing but it gives some great video clips because this is their genuine reaction the first time they're seeing the thing and their thoughts aren't scripted it's a great practice I encourage you to do that too it's been really helpful in the past few months at the end I'm just saying thank you for taking the time put in a gif again this is another use of why it's awesome to have embed blocks in dubsado where I can put in code or images however I want so that's the first review and feedback form the second one is just asking like hey since we launched what's been going on this one's really similar to the other one but a lot simpler and a lot shorter so similar questions but mostly all like what's been happening since you announced the launch of your website have you gotten your first client have you gotten your first sale all of those things I also have a waitlist application for when I booked out so far that I'm not comfortable continuing to take more projects then I also have a branding approval sub agreement because again all projects in dubsado can only have one main agreement or one main contract and that's usually the project contract so if I'm doing a web design for someone that contract is a web design agreement and I can't also put a brand approval agreement in there I can't also put a rescheduling agreement there those go in the forms area of the project and so those become sub-agreements they have the same status but they're called something slightly different I also have a privacy policy waiver if they choose not to let me put one on their website there's a rescheduling agreement that I can put in there and of course an amendment if we have to extend or add to the original contract that we both signed because in dubsado like many other tools once one party has signed the contract you can't edit anything in it anymore once one party has signed the only edit you can ever make is the other signature so it's a good thing but if anything needs to change you do need an amendment as a sub-agreement instead or to remove the contract altogether and put in a new one and get new signatures which isn't always the right thing to do for contracts you can see I have a lot um I have retainer agreements Vip Day agreements website agreements coaching and Consulting but what goes on that's not even all the contracts that I have in my actual files I have way more than that I got all of them from creative thoughtshop those are the ones that I actively use myself and that's the one that I prefer to tell people about because they have lifetime updates on everything you buy from that shop which is nice because they give you lifetime updates if the law ever changes and they update the contract you can log back into your portal and download the new copy for free I am not aware of any other contract shop that does that I'm going to show you one more the web design agreement I have a note to myself of when I last updated it and I always put at the top basic details again these have variable Fields here so that detail will map in because they filled it out somewhere else then I have the full list of my design terms and then at the bottom I have a container block where I have the client signature in a slightly different color than my signature so they know which areas are theirs and also a fun GIF because I'm all about personality in my business and then because this is usually tied to both a proposal and also an invoice the button usually says agree and submit the next thing that happens is they get ported over to the invoice so that's a rundown of what you can do with dubsado forms there are a million other things that you could use them for too as long as you need those forms to be related to a project or a customer that you want to manage in your CRM you can find a way to use a nips Auto form for that thing they have lots of stuff coming down the pipeline including an app and even conditional logic at some point there are all kinds of shops out there that give you access to specialized designs that take it to a whole other level I haven't used any of those myself but they do exist boss project has a shop with subsado templates there's also dub ins and forms and flows I will link to all of those below I'm not an affiliate I just know that they're good resources but dubsado is a very customizable CRM and I can't say that I found many other options that give you quite that much flexibility or that much design control and a lot of them won't let you embed video into it which is another major perk so I hope that gives you some inspiration go check out dubs Auto for yourself if you use my code damn you will get 20 off your first payment yes I am an affiliate so that is an affiliate code and my link is in the description below on that note I'll see you in the next video [Music]