Hi, I’m Cait, a Dubsado expert who thrives on turning chaotic business processes into streamlined systems. Recently, I had the privilege of working with Sorting for Serenity, a professional organizing business dedicated to helping clients declutter and reclaim their spaces. Together, we tackled complex workflows, streamlined client communication, and built a foundation for scalable growth.

Meet Sorting for Serenity

Sorting for Serenity is all about creating calm, organized spaces for clients through a hands-on approach. The owner, with a growing team of two other organizers, was juggling multiple client projects, manual scheduling, and follow-ups. With a busy personal life and a dynamic household, she needed an organizational system that didn’t add to her stress.

Her goals were clear:

• Simplify client onboarding and booking processes.
• Automate payment collection and scheduling confirmations.
• Manage multiple team members’ calendars effectively.
• Track client sessions and package completion seamlessly.

The Plan: From Chaos to Clarity

After a deep dive into her current processes, we mapped out a plan to address Sorting for Serenity’s pain points. Here’s what we focused on:

1. Streamlined Client Onboarding: We set up a lead capture system that automatically creates client projects in Dubsado. New inquiries are tagged and moved to a status like “New Inquiry,” eliminating the manual task of sorting and naming projects.
2. Automated Payment Collection: Clients can now select their package, sign contracts, and pay invoices seamlessly through Dubsado. We removed barriers by requiring payment before scheduling services, using workflows to send friendly reminders if payments were delayed.
3. Centralized Scheduling with Calendly: With a growing team, managing multiple calendars was a challenge. Integrating Calendly allowed for efficient team scheduling, offering clients flexibility while automating reminders and confirmations.
4. Package Tracking & Session Scheduling: A system to track package hours and progress was created. Clients booking multiple sessions now receive automated follow-ups, ensuring appointments are spaced appropriately and nothing falls through the cracks.
5. Personalized Touchpoints: Branded emails, client portals, and customized prep instructions ensured Sorting for Serenity’s professionalism shone through every interaction.

Challenges and How We Overcame Them

Every setup brings unique hurdles, and this one was no different. Here’s what we tackled:

• Complex Scheduling Needs: The owner wanted to offer flexibility for clients while coordinating team members’ availability. Calendly’s multi-calendar integration and conditional scheduling options provided a seamless solution.
• Unpaid Invoices Holding Up Scheduling: We solved this with workflows that required payment before sessions could be booked, paired with automated reminders to nudge clients to complete their invoices.
• Tracking Package Progress: For clients purchasing 10, 20, or 30-hour packages, we introduced tracking tools in Dubsado that allowed the team to update progress after each session.

The Results: Serenity Achieved

The transformation was nothing short of remarkable:

• 30+ Hours Saved Monthly: By automating client onboarding, payment collection, and follow-up communications, Sorting for Serenity reclaimed time for organizing sessions and strategic planning.
• 100% Payment Compliance: The new system ensured all clients paid upfront, improving cash flow and reducing cancellations.
• Flawless Client Communication: Branded emails and streamlined scheduling left clients impressed and well-prepared for their sessions.
• Scalable Systems: With workflows and automations in place, the business is ready to grow, whether that means adding more team members or taking on additional clients.

Lessons for Professional Organizers

If you’re a professional organizer looking to streamline your business, here are key takeaways:

• Automate Payment Collection: Require payments before scheduling to avoid chasing invoices.
• Tailor Workflows to Client Needs: Use workflows to handle unique scenarios, like follow-ups for multi-session packages or flexible scheduling options for elderly clients.
• Leverage Integrated Tools: Platforms like Calendly can manage complex scheduling needs and sync with other tools to simplify operations.
• Create a Branded Client Experience: Use Dubsado’s client portals, customized emails, and forms to create a professional, seamless client journey.
• Track Progress Automatically: Implement systems to update and review package completion, ensuring you stay on top of client deliverables.

Ready to Sort Your Business?

Working with Sorting for Serenity reminded me why I love what I do—helping business owners reclaim their time and focus on what they do best. If you’re ready to transform your workflows and elevate your client experience, let’s chat. Together, we’ll build a system that’s as organized as the spaces you create.