Harmony Baby Concierge

Harmony Baby Concierge: Dubsado for Nanny Agencies, Overnight Newborn Care and Sleep Consulting

If you are looking at Dubsado for nanny agencies, Harmony Baby Concierge shows what it looks like when one business books three very different kinds of care. Families come to Harmony for overnight newborn care, for help finding a long-term nanny and for sleep consulting, and each of those starts with a different question and ends with a different kind of help. As part of a done-for-you Dubsado setup, I built twelve client workflows that give every service its own path, from the first inquiry to the follow-up check-ins after the work is done.

Dubsado for nanny agencies: results at a glance

• Service: Done-For-You Dubsado Setup
• 12 client workflows across overnight newborn care, nanny placements, sleep consulting and a “not available” reply
• 19 workflows in total once the separate team brand for hiring is counted
• More than 100 newborn care package and rate combinations set up for proposals
• Proposal, contract and invoice combined into one booking form for each service
• Follow-ups at 48 hours when a proposal sits unanswered, and check-ins at one week, two weeks and two months after sleep consulting

Service Provided

Done-For-You Dubsado Setup, covering the client brand you see here and a separate team brand for hiring, which has its own case study: Dubsado for hiring at Harmony Baby Concierge.

About the Client

Harmony Baby Concierge helps families through the newborn stage and beyond. Their caregivers provide overnight and daytime newborn care, which many families think of as postpartum doula support, so parents can recover and sleep. They help families find, interview and hire a nanny of their own. And they offer sleep consulting, where a family gets a consultation, a custom sleep plan and support while they put it into practice.

The Problem

Those three services do not book the same way. A family who wants overnight care needs to talk through due dates, how many nights a week they want and for how long. A family looking for a nanny needs an intake call, a proposal with a search fee, and then a stream of candidate profiles, interviews and trials. A sleep consulting client needs a discovery call, a booking form, an onboarding packet, a consultation and homework afterward. Handling all of that by hand means a lot of copying and pasting, a lot of back and forth to find call times, and a real risk that a tired new parent never hears back.

Pricing added another layer. Overnight and newborn care packages vary by how many hours a shift is, how many nights a week and how many weeks, and each of those comes in several hourly rates. Building a quote from scratch for every family takes time that a small admin team does not have.

The Solution: One Path for Each Kind of Care

In Dubsado, a workflow is a list of steps that runs on its own for each family, such as sending an email, sending a form, moving the family to a new stage or giving someone on the team a task. I mapped each service into its own set of workflows, numbered in the order a family moves through them, so the team always knows where a family is and what happens next.

Nanny placements

A family starts by filling out the nanny placement family application. Dubsado creates a project for them, marks it as a new inquiry and immediately sends a link to book an intake call. Once the call is booked the project moves to Intake Scheduled, and half an hour after the call ends the family gets an email that explains what happens next: candidate profiles within about a week to ten days, interviews the agency coordinates, optional trials, the family’s offer, the placement fee and help with the employment agreement.

At the same time, a team member gets a to-do to adjust the proposal and package price for that family. When they check it off, Dubsado sends a single booking form that holds the proposal, the contract and the invoice for the search fee, so the family can review, sign and pay in one place. If the form sits untouched for 48 hours, a friendly follow-up goes out, and if it stays quiet the project is marked cold so the team can stop wondering. Once the contract is signed and the payment comes in, the family is booked and receives a guide to their client portal, which is a private page with every email, document and invoice the agency sends them.

About a week later, the team gets a to-do to send the first set of candidate profiles, and a few days after that another to-do asks whether the family is moving into trials. If they are, checking it off sends tips for the trial. If they are not moving forward, the to-do tells the team how to close the project cleanly.

Overnight newborn care

Overnight newborn care starts with a general inquiry form for newborn care. From there the team reviews the request and starts the proposal workflow by hand, because every family’s schedule is different. That is where the package setup matters. I loaded more than 100 package and rate combinations, with names like Postpartum Recovery, The First Six Weeks, Sleep Foundations and Rest, Relax and Bond, each at several hourly rates. The team picks the one that fits instead of building a quote line by line. There is a pay-in-full plan for bookings of fewer than 20 nights, and the setup also covers deposits, weekly payments, housing stipends, reimbursements and holiday pay.

Sleep consulting

Sleep consulting starts when a parent books a discovery call and fills out a short form attached to it. After the call, a team member checks off a to-do and Dubsado sends the consulting proposal. If it is not completed, the parent gets a follow-up about finishing their booking, and the project moves to cold if they do not. Once the parent signs and pays, Dubsado places the consultation booking link and an onboarding packet in their portal and sends a welcome email that explains what to do first, with a reminder if the packet is not done.

Four hours after the consultation, the parent gets a short homework questionnaire about sleep patterns, feeding and the challenges they are facing. When it comes back, the consultant gets a to-do to finish the custom sleep plan and send it. After that the workflow keeps showing up for the family without anyone having to remember: a check-in after one week, a nudge to the consultant to send a congratulations note, a two-week check-in that asks for feedback, a request for a review, and a two-month check-in that shares a resource guide and mentions nanny placements and overnight care for the future.

A kind answer when the answer is no

Some requests come in for dates or services Harmony cannot take on. A separate Not Available workflow, which the team starts by hand, sends a thoughtful reply so every family still hears back.

The Pieces Behind the Workflows

The workflows are the part people notice, but they only work because of everything underneath them. I wrote every email the workflows send and set up the team’s email signature. I entered all of the payment schedules so invoices go out on time, designed the forms so they match the brand, and built the booking calendars so families can pick their own call times. Overnight intake calls, sleep consultations and nanny placement calls each have their own video meeting room, so families always get the right link for the call they booked.

As with every setup, I delivered a workflow map and a testing guide so the team could book themselves as a pretend family and walk through every message before real families did.

After Launch

Real families always find the corners a test run misses. After launch, a few parents had trouble finding where to submit their proposal, so we looked at how the booking form guided them through each tab. When payment plans and one workflow email did not behave the way they should, I dug into the projects and worked with Dubsado support until we understood what had happened.

The Results

• Every kind of inquiry starts from a form and lands in its own workflow
• Intake calls, discovery calls and consultations are booked through calendar links instead of back-and-forth emails
• Families review, sign and pay in one booking form, and a portal keeps everything in one place for them
• Proposals that go quiet get followed up automatically, and families who go cold are marked so the team can move on
• Sleep consulting clients get check-ins and a review request long after the consultation, without anyone tracking dates

Frequently asked questions

Is Dubsado good for a nanny agency?

It is a strong fit when the agency wants intake, proposals, contracts, invoices and follow-up in one place. At Harmony Baby Concierge, families book through Dubsado and the hiring of caregivers runs in a separate Dubsado brand, so the agency manages both sides of the placement without mixing them.

Can Dubsado work for a postpartum doula business?

Yes. Postpartum and overnight newborn care packages vary by hours, nights and weeks, and Dubsado can hold all of those combinations as packages, so a proposal is a matter of choosing the right one rather than writing a new quote.

Related case studies and reading

• Case study: Harmony Baby Concierge: Dubsado for hiring and onboarding care staff
• Case study: The Party Bar: Dubsado for party rentals
• Read: Done-For-You Dubsado Setup

Want a setup like this for your agency?

If you run a nanny agency, a newborn care business or any service where every client books a little differently, I can map and build it for you with a done-for-you Dubsado setup.