How to Use Dubsado for Workshop Registrations

Goal

Create a scheduler template that can be shared publicly or embedded on a website to facilitate paid registration for a workshop or other special event. The booking process will be entirely automated and allow for a specific number of attendees to register!
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It helps to be familiar with...

- Creating scheduler templates
- Lead capture forms
- Workflows - see our webinar on Mini Sessions for info on creating a workflow that kicks off once registration is paid

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You'll need:

Scheduler template for the workshop/event
Confirmation canned email
Reminder canned email(s)
Lead capture to connect to the scheduler

Workshop/Event Requirements

This setup is suitable for:
- Registering for a single workshop/event
- Workshops with a limited number of available spaces
- Public workshop registration
- Free or paid registrations
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This setup is NOT suitable for:
- Registering for a workshop series or recurring event
- Complex class/event schedules may be better handled through a dedicated
platform

Instructions

1. Write out the details of the workshop (time, location, pricing, etc.) - this will help you keep all the details consistent while making your templates.
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2. Create a scheduler template. Set the appointment duration and availability (fixed date range) so that only the time slot for the event is available.
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3. Set "Once booked show me as" to AVAILABLE. This is what allows multiple clients to register for the same event.
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4. In the Advanced tab of the scheduler...Set the Prevention to cut off registration by a certain time (calculate days as hours)

Set the Interval to ensure only one start time will be shown, i.e. if your workshop is 3 hours long, set the interval to 180 minutes.
Set appropriate maximums under Appointment details to restrict the number of registrations.

5. Write your canned emails.

Session confirmation - will be sent immediately once the appointment is booked. Should include all important details and use appointment smart fields.
Session reminder - will be sent prior to the event at the time interval you choose. Use appointment smart fields and repeat all important details.

6. Build a lead capture form. Include first name, last name, and email at a minimum, along with any additional information you need to know at the time of registration.

7. Return to your scheduler template. It's time to connect everything together!
Head to the Advanced tab and...

Under Sending & Sharing Options, select your custom confirmation canned email under the Confirmation Email dropdown.
Under Sending & Sharing Options, select your lead capture form under the Additional Form dropdown.
Under Additional Options, turn on the Invoice option. Add a line item for your registration fee here.
Under Additional Options, turn on the Notification option. Set up your custom reminder canned email(s) here by entering the time the reminder should send, selecting the canned email, and clicking Add.

8. Test it out and embed the scheduler on your site.
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📌 TIP: You can create a discount code for 100% off and enable this in your scheduler template for testing purposes! Applying the discount code to the scheduler invoice will allow you to make the appointment without processing payment. However, if you want to test any "after invoice paid in full" triggers in the workflow, you'll need to manually remove the discount from the invoice and apply a test payment.

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Take it to the next level!

Group Workshops Together

If you have more than one event or workshop, you can create multiple scheduler templates and group them together with a scheduler group for easy sharing!
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Add a Workflow
Create a workflow and connect it to your lead capture form to deliver a contract or additional emails leading up to the event. This is covered in our webinar on mini sessions, but here are some important tips:
- The workflow will start as soon as the lead capture form is submitted as part of the registration process, BEFORE the registration fee is paid. Therefore, if you want to send a contract or additional form after registration is complete, be sure to trigger the action after invoice paid in full!
- If there are other actions you wish to run leading up to the event, using a fixed date trigger will be most accurate since scheduling an appointment does not set a project date. With this in mind, you'll need two workflows to ensure that only paid registrants have a workflow running with fixed date triggers. Simply trigger the second workflow after invoice paid in full.

In the example below, the "Workshop - Registration" workflow would be connected to the lead capture form, which is connected to the scheduler.