Welcome, coaches, to today’s group therapy session for the chronically overwhelmed! 

Please, find a comfy spot, take a deep breath, and let’s unpack the mountain of stress that comes with running your own coaching business.

First, let’s acknowledge why you’re here. You’re looking for something—anything—to organize the endless flood of tasks that eats into your actual coaching time. 

You’re hustling to onboard new clients, chasing payments, scheduling coaching sessions, and, oh yes, sending endless follow-up emails. Your to-do list is a never-ending spiral, and the client process feels like it’s crushing your very soul. And let’s not even mention those precious hours you lose every week trying to remember which forms to send to which client.

You’ve been here before, we know. You’ve tried “solutions”—some productivity apps, a few CRMs, maybe even a color-coded spreadsheet. You thought that was the answer to your problems, but instead of relief, you just added more tools to the chaos.

But hey, we’re not here to judge. We’ve all fallen into the trap of downloading the latest “miracle tool” hoping it would be the key to sanity.

Today’s session is all about Dubsado for coaches and checking if it can rescue you from the chaos. Is it your miracle cure, or just another shiny thing that promises relief but adds more to your plate? 

In this article, we’ll take a closer look at Dubsado’s features, its pros and cons for coaching businesses, and whether it’s truly the best choice for your needs.

What Dubsado Claims To Do For Coaches 

Dubsado promises to do a lot for your coaching business—organize, automate, and streamline everything from client onboarding to invoicing. You know, all the stuff that takes up way too much of your time and leaves you too drained to do the thing you actually love: coaching.

Here are the features Dubsado offers to supposedly save the day:

Client Portal

Dubsado’s client portal is where all your coaching clients’ information—contracts, invoices, coaching agreements, session notes—lives. It’s like their personal online filing cabinet, accessible 24/7. Clients can check documents, payment schedules, or even look up their next coaching session details. It’s simple, but it works… right?

Well, that depends on how much interaction you want with clients. Dubsado’s client portal is more like a “view-only” gallery. So, if you’re hoping for dynamic engagement or collaboration, you may feel like something’s missing.

Automated Workflows

Here’s where Dubsado shines: automated workflows. Imagine a world where your onboarding process, contracts, payment reminders, and coaching agreements are sent automatically, and clients can schedule their own coaching sessions—it sounds dreamy! Unfortunately, setting it up can feel like solving a Rubik’s Cube. Blindfolded.

If you get the hang of a Dubsado workflow, though, it can be a time-saver. You’ll automate everything from lead capture to coaching session reminders. It’s a powerful tool, yes, but there’s just that learning curve that might leave you thinking, “Wait, I thought I was reducing stress here?”

Lead Capture Form

Ah, the thrill of a new lead. But manually capturing all that info and moving them through your pipeline manually? Exhausting.

Dubsado has lead capture forms to supposedly streamline this process. You can embed forms on your website, and when a lead submits their info, it kicks off an automated workflow—sending canned emails, scheduling calls, or even preparing proposal forms. Sounds efficient, right?

Sounds efficient, but again, expect to invest some time in Dubsado setup. How much? Well, the reality is a bit more complicated. There’s no pre-built template here, so you’re left to manually configure everything from scratch. It’s kind of like setting up an IKEA bookshelf—there are clear instructions, but you’ll probably still end up exhausted and questioning your life choices.

How To Create A Lead Capture Form In Dubsado

1. Log in and Access Forms: start by logging into your account. Head to Templates > Forms and select + Lead Capture. This opens your blank canvas.
2. Drag and Drop Form Elements: Dubsado’s drag-and-drop editor is where the complexity starts. You’ll see a selection of form elements—text fields, checkboxes, dropdowns—and you’ll need to drag each one into place. Customizing each field (title, placeholder text, required status) can take time and patience.
3. Add Conditional Logic (if you dare): for a more advanced form, you can use conditional logic. This allows certain fields to appear or disappear based on the user’s previous responses. For instance, if a user selects “Yes” on a field, you can trigger another question or field to appear. Setting up conditional logic requires understanding Dubsado’s conditions panel, and making sure each trigger works properly. A misstep here can cause the form to behave unexpectedly.
4. Customize the Submit Button and Thank You Message: you’ll also need a Submit button. But it’s not just a button—you’ll tweak its label, color, and behavior, and don’t forget to configure the thank you message or redirect URL.
5. Set Up Notifications and Workflow Automation: make sure you’re alerted when a lead submits the form. Under Settings, configure notifications for yourself or team members. You can also automate workflows to trigger actions like sending a welcome email or starting a task sequence.
6. Map Form Fields to Client Data: one key feature of Dubsado is its ability to map fields to client profiles. This means that every time someone fills out the form, their data gets automatically added to your client database. However, this requires manually mapping each form field to the relevant client info, which can be tedious and easy to overlook.
7. Embed the Form or Share the Link: finally, you’ll want to put your form into use. Dubsado generates an embed code to place the form directly on your website, but embedding it requires you to copy-paste the code into your website’s HTML. This step can be intimidating for non-technical users. Alternatively, you can use the direct link provided by Dubsado to share your form via email, social media, or anywhere you need it.
8. Test the Form: before you go live, it’s important to test the form. Fill out each field to make sure it works properly, verify that notifications are sent, and check that conditional logic functions as expected. Testing each variation of responses can be time-consuming but necessary to avoid any hiccups after launching the form.

As you can see, while Dubsado’s lead capture forms offer flexibility, getting everything up and running can be a lengthy and somewhat painful process.

Scheduler

Speaking of fatigue, what’s more draining than endless back-and-forth emails trying to find a time for a coaching session? Dubsado scheduler tries to eliminate that. Clients can book their own sessions based on your availability, and you don’t have to worry about double bookings. Does it get the job done? Sure. But if you’re used to more advanced schedulers like Calendly, Dubsado’s tool might feel a bit bare-bones.

The Downsides Of Dubsado For Coaches

Let’s not sugarcoat it—Dubsado isn’t perfect, and it’s not the miracle cure for every overwhelmed coach out there. Here’s where it stumbles:

Lack of Real-Time Communication

One of Dubsado’s shortcomings is the absence of real-time communication options with clients. While the platform offers a client portal, it lacks the ability to engage dynamically with clients in real time, meaning you’ll have to rely on emails or third-party tools to keep conversations going. For coaches who thrive on consistent, live interaction, this can feel limiting.

Steep Learning Curve

You’ve heard the phrase “it takes time to set up”? With Dubsado, “time” might be an understatement. The platform is incredibly flexible, but that flexibility comes with a downside: complexity. Setting up Dubsado workflows, configuring contracts, and managing smart fields can be intimidating if you’re not particularly tech-savvy. It’s like being handed a high-tech vacuum with no manual—sure, it can clean every corner of your house, but you’re going to need a few YouTube tutorials to figure it out.

Too Many Options For What You Actually Need

Dubsado packs a punch with its extensive features, but sometimes it feels like too much. For a coaching business, the excessive array of options can lead to confusion rather than convenience. From endless functionalities to trying to automate every tiny detail, you might find yourself spending more time tinkering with settings than actually coaching. If you’re looking for a simpler tool that gets the job done without drowning you in options, this could be a significant downside.

Inflexible Service Management

Dubsado’s service management features, while functional, can feel rigid for businesses that need more tailored service delivery. For example, managing different types of coaching services or packages often requires additional manual effort, and the platform doesn’t support a clear, straightforward method to present services for easy client selection. This lack of agility can be frustrating for coaches who offer varied service tiers or payment options.

Is Dubsado Right for You?

So, here we are, back on the couch in our coaching therapy session. Is Dubsado the tool that’s going to cure your admin headaches once and for all? Well, it depends. If you’re willing to invest the time into learning its ins and outs and don’t mind wrestling with a lot of complexity upfront, Dubsado could streamline your workflows and free up your time to focus on what really matters—your clients.

For example, if you’re offering a coaching package and need to create payment plans or schedule recurring payments for long-term clients, Dubsado can help. Its Dubsado forms let you generate contracts and invoices in one go, and auto-filled forms make it easy to pull in client information without the need for constant manual updates.

It’s especially useful if you’re a coach who wants to automate as much as possible and doesn’t need super advanced reporting or analytics on your project statuses. And let’s not forget that Dubsado offers certified Dubsado specialist who can help with the initial Dubsado setup services if that feels like a mountain you’d rather not climb alone.

But if you’re looking for a quick fix or a highly intuitive platform that works straight out of the box, you might find Dubsado more frustrating than freeing. Consider whether the time saved down the line is worth the initial learning curve, and whether you can live with its limitations.

Could Zendo Be a Better Fit?

Alright, let’s hit pause on Dubsado and explore another option—Zendo.

Zendo’s designed to simplify client management in a no-fuss way. If you’re looking for a platform with less setup time, smoother client interaction, and a more intuitive workflow system, Zendo might deserve a spot on your radar.

Read more about the Zendo vs Dubsado comparison in this article.

Unlike Dubsado, which sometimes overdoes it with overwhelming feature density that can feel like a project in itself, Zendo focuses on the essentials: client communication, project management, and invoicing. Where Dubsado leans heavily into excessive customization (and at times, overly complex workflows), Zendo keeps things simple. It’s easy to get up and running without feeling like you’re configuring a spaceship just to send an invoice.

Zendo also offers a more interactive client experience. Unlike Dubsado’s passive client portal, Zendo allows for real-time collaboration with your clients—think messaging, project updates, and shared files all in one place. If you’re the kind of coach who thrives on active communication and wants your clients to have a more engaging experience, this could be a game-changer. Plus, Zendo’s communication features feel more like a modern chat service than an outdated email thread.

On top of that, Zendo comes with a more flexible pricing structure, allowing you to scale your business without being locked into complex subscription tiers. No one loves hidden costs—especially when your business is growing and your budget is still catching up. With Zendo, what you see is what you get, making it a more transparent and cost-effective choice for scaling coaches.

Now, we’re not saying Zendo’s perfect for everyone, but if Dubsado’s setup feels like it requires a degree in software engineering, and you need something more user-friendly with built-in client communication, Zendo could be worth a closer look.

We encourage you to test out both platforms to see which one fits your needs better. Sign up to Zendo here, and if you’d like to learn more about using Zendo, check out our video tutorials:

Final Thoughts: Should You Use Dubsado As A Coach?

At the end of the day, Dubsado might not be a perfect fit for every coach, but for those willing to take the plunge, it offers a lot of potential. Think of it as a co-coach—not here to replace you but to take on the administrative tasks that eat away at your time and energy.

If setting up workflows and mastering a somewhat complex platform sounds like another source of stress, Dubsado might not be the one. If, however, you’re ready to invest the time upfront for long-term benefits, it could be exactly what your coaching business needs to thrive.

Frequently Asked Questions: Dubsado for Coaches

Do I need a Dubsado account to start using it for my coaching business?

Yes, you’ll need to create a Dubsado account to access all the features like automation, client management, and invoicing. It’s the first step in setting up your workflows and managing your client process.

Can Dubsado help me manage coaching clients?

Dubsado allows you to manage coaching clients by automating tasks like follow ups, reminders, and invoicing. It’s designed to help streamline the client process.

Is Dubsado only for coaches or can it work for my consulting business too?

Dubsado is versatile enough to handle a variety of industries, including a consulting business. Whether you’re working with past clients or onboarding new ones, the platform provides the tools you need to stay organized.

What’s one downside of using Dubsado?

One downside is the learning curve during setup. While it’s a great CRM, it takes time to get familiar with all the features, so patience is needed at the start.

Does Dubsado have a good ROI? Does it really make sense?

For coaches who need automation and robust client management, Dubsado can definitely offer good value. It helps organize your workflow, automate repetitive tasks, and save time. So yes, for many, it makes sense to use Dubsado.