How to use custom dates in Dubsado and track them in Google Calendar

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Integrate Dubsado with Google Calendar

Well hello, fellow Dubsado addict!

In my first (of many) guides on getting the most out of Dubsado automation, I want to talk to you today about closing in on your leads through Google Calendar.

As someone who likes to stay organised and meet my goals, having a closing date for each and every lead is one of my top priorities in my sales workflow.

Not every opportunity has a rigid deadline, of course, but having a closing date means I can organise my workflow like a boss.

Dubsado automation is nothing short of a miracle, however something I really wanted to do on day one was to have a snapshot view of my closing dates for all leads in Google Calendar (and on the Dubsado dashboard that integrates with my calendars).

So of course, I turn to Zapier for getting my automation…on! Zapier is a fantastic tool for connecting apps when they don’t have the native automation, or their native integration doesn’t have the specific automation you need.

I couldn’t manage my systems without Zapier being extra. If you’re a Zapier newbie, you can start with a free account that gets you tons of zaps to use!

 

How to add Dubsado dates to Google Calendar

Firstly, head on over to your settings in Dubsado and select the Custom Mapped Fields menu. Mapped fields is Dubspeak for custom fields that will appear in either the client or project page (and enables us to use the field for automation, pretty cool, huh?).

In this tutorial, I’m going to add the field for projects, since the closing date will be based on the project opportunity. You can use the date for anything, really. Event date, next milestone, meeting dates, etc. As long as it’s based on a date, you’re all set!

Add your field title using a title you’ll be familiar with. It’s for your eyes only, and your clients and leads won’t see this field, even in the client portal.

Be sure to set the field type as date, in order for the automation to work. You’ll also need to go into each project and set the closing dates for all active leads to ensure that all closing dates will appear on your Google Calendar, not just for your future leads!

Register or sign in to your Zapier account and hit the Make a Zap button

Here we have the brand spankin’ new Zap builder! This is so, so much easier than it used to be in a much more visual format. Start by typing in Dubsado to search through the thousands of apps on Zapier and click on its logo to save it to the workflow.

Don’t worry about authenticating your account just yet.

Next, choose a trigger event by selecting New Lead. This will let Zapier monitor new leads on your Dubsado account and start the workflow based on this trigger event.

Now it’s time to authenticate your Dubsado account. If you’re already using Zapier to automate another part of Dubsado, you can select your existing Dubsado account. But, if you are using the Dubsado automation on Zapier for the first time, now is the time to to authenticate your Dubsado account.

Click on the Add Account button to authenticate your Dubsado account. You will need an API key, which you can generate via the Automation menu in your Dubsado settings.

Next, you’ll need to find data from your Dubsado account. This will pull in the most recent leads. Find your most recent sample and click Done Editing. The samples will be labelled something vague such as Lead A, but you can use the dropdown arrow to see full details of the lead before you take the next step!

Are we ready for the next step? This is where it goes deeper into the automation!

Just like we did for Dubsado, search for Google Calendar to weed out the thousands of other apps on Zapier. If you have already used Google Calendar for your other automation, it will already be there in your most used apps list.

Click on the Google Calendar logo to proceed to the next step.

Before we get down to the nitty-gritty of automation, you’ll need to select the type of action you want Zapier to create. I chose the Detailed Event action, because it allows me much more customisation and I can see more event information in my calendar.

Choose your Google Calendar account to continue!

Next, you’ll see a long list of fields to sync with your Dubsado leads, but don’t worry – I don’t use all of them! I’ll take you through the fields I personally use, but you’re free to map any additional fields.

Summary

Choose a field to populate the title of the event in your calendar. You can do this dynamically by clicking the dropdown icon and choosing a field from your Dubsado project page. I chose the title of my opportunity, Squarespace Development in this case.

Start & End Date

Let’s make the magic happen! This field is really important. It tells Zapier to look for this field and where to add it on Google Calendar. Again, choose the dropdown icon and scroll down to find your custom mapped field to add the closing date. Repeat this step for the end date as well, as it will start and end on the same date.

All Day

Since the closing date doesn’t include a time (unless you want to be really specific and include a time of day, ie. 5pm), we’ll say yes to All Day. This will add your closing date at the top of your calendar day, which I actually prefer, as it highlights my closing dates!

Use Default Reminders

Uh, no! Because the all-day event starts at midnight, you’re likely to be reminded about the closing date 10 minutes before at 11:30pm. Not very convenient, in my book. Let’s select no for this option. Zapier isn’t perfect, and it’s these little tweaks that perfects a zap.

Reminders

I personally like my reminders pop-up style, but you can choose to receive email notifications if that’s more your thing. You don’t have to choose between them either, as you can add more than one notification type. You can also choose to receive SMS reminders if you’ve got it enabled on your Google Calendar account!

Minutes Before Reminders

So let’s go back to the topic of reminders at 11:30pm. I hate getting reminders so late in the evening, so I dial back the reminders by 15 hours. Why? This way I get the reminder at 9am the day before, so it’s fresh on my plate when I start my working day. 15 hours is 900 minutes (so you don’t have to do the math!).

Free or Busy

I set this to free, because this is a reminder, not an all-day event (such as a conference or something else that takes up your whole day). This is important, because you don’t want calendar conflicts if someone wants to book a meeting with when syncing with your calendar, ie. using Calendly, Acuity, or in my case, the Dubsado scheduler.

The finishing touch

To ensure that everything is fine and dandy, click continue to summarise the data. If there are any errors or missing fields in your zap, these will display in red. If that’s the case, you can easily skip back a step to ensure you have selected the right fields. You can edit steps without affecting any other fields you have selected.

If you still have errors, I would suggest deleting this Zap, creating a sample project on Dubsado and returning to Zapier to recreate the Zap. It sounds awkward, but sometimes automation doesn’t run smoothly on the first go and smoothing the edges is what it takes to put things in motion. It took me several attempts to perfect this zap!

Once all errors have disappeared, go ahead and send a test. Visit your Google Calendar and check for the triggered event. If you see it, go back to your Zap and put it live!

You will rarely need to touch it again, as the event will be created automatically as you enter the closing date on Dubsado. Once you’ve completed the zap, you can leave it running. Some of my oldest Zaps are at least 2 years old and I’ve never had to fix them.

This concludes the end of my tutorial on Dubsado & Google Calendar automation for closing dates! Wasn’t that pretty cool? I’ve created this guide for beginners, but if you have any questions I’d love to teach you more.

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How to sync custom date in Dubsado with Google Calendar
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Hello, I’m Dawn! I’m a freelance web designer in Leeds, a not-so tiny city in England. I blog about design, marketing, project management, client experience and all things good for business.

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