How to Track, Analyze, and Scale Smarter Using Dubsado + Airtable
Dubsado automates your client experience. Airtable helps you scale it.
That’s the big idea behind our recent webinar with Dubsado Certified Specialist and operations expert, Cait Potter.
If you’ve ever found yourself buried in client work and wishing for more visibility behind the scenes — this conversation is your roadmap. Cait walked us through the exact ways she connects Dubsado and Airtable to turn automation into insight.
Here are a few key takeaways from the session:
You’re already sitting on valuable data — now it’s time to use it
Every lead form submitted, payment made, or workflow triggered in Dubsado creates data you can use. But Cait shared this common pain point:
“Most business owners are stuck clicking through projects one by one — they don’t know which services are driving revenue, or how long their sales cycle is.”
By syncing Dubsado to Airtable (via Zapier), you can start visualizing your client journey and business performance at a glance. No spreadsheets. No guesswork.
Start by asking: what do I actually want my data to tell me?
Before setting up dashboards or zaps, Cait recommends identifying the questions that would actually drive decisions in your business:
Which clients keep coming back?
What’s the average time from inquiry to booked?
Are certain services consistently converting faster or bringing in more revenue?
Once you know what to ask, Airtable makes it easier to spot patterns and act on them.
Airtable for feedback? Absolutely.
One of Cait’s standout hot takes: don’t use Dubsado forms for feedback collection.
Why? Because while Dubsado makes it easy to send a form, it doesn’t give you a way to analyze those responses at scale. In Airtable, you can collect feedback, filter by service or satisfaction level, and even trigger different follow-up actions based on the client’s sentiment.
Airtable isn’t just for data. It’s for managing links, resources, and even referrals
From organizing affiliate links to embedding client resource libraries, Cait also showed how Airtable can act as a living hub for everything you share externally. If a link ever changes? Update it once in Airtable, and it’s reflected everywhere.
Automate with a human touch
One of the most impressive parts of Cait’s system is how personal automation can still feel. Using Airtable’s built-in automation, she can:
Send personalized birthday emails
Alert her social media manager to glowing reviews
Trigger recovery emails for lower feedback scores
All without losing that thoughtful, high-touch feel clients expect.
Watch the full replay below.
Cait Potter is a Virtual COO and operations strategist for high-earning entrepreneurs and systems pros. She’s the founder of Dubsado Strategist School and creator of the CommandCenter™—a comprehensive Airtable base for business and life management. Cait is known for building no-fluff, high-impact systems that make businesses run like a dream—and for showing up with equal parts strategy and sass.
