Service Provided

Done-For-You Dubsado Setup

About the Client

Mill Pond Estate is a luxury outdoor wedding venue for stylish dreamers and romantics in Tampa Bay. It’s a family-run property rooted in love, details, and creating magic for every couple who books with them. On top of their venue space, they also offer a full-service floral studio and a decor rental line – meaning their client experience is complex, curated, and deeply personal.

When Toni and I started working together, the venue hadn’t even officially opened yet. Construction was still underway – but her vision for a seamless, elevated experience was crystal clear.

She didn’t want “just a CRM.” She wanted a system that felt like a full-time assistant and a brand extension. So we built it.

Toni’s Must-Haves

When Toni came into her Process Mapping Session, she knew what mattered most:

• Collect and nurture interest with a waitlist before launch
• Automate tour booking so leads could self-serve
• Make venue rental + add-ons (like florals and decor) easy to select and book
• Handle the differences between in-house and external catering – without manual follow-up

My Solution

I don’t always recommend a Dubsado Setup to owners who are brand new and haven’t even quite opened their business yet, but Toni was an exception. She knew she wanted to curate an experience for her clients that was really *special*. So she came in to our Process Mapping Session knowing exactly what needed to happen, every step of the way. We worked together to translate those steps from her vision to an actual tangible system in Dubsado.

Waitlist Workflow (Pre-Launch)

We created a lightweight workflow that tagged existing leads, let them schedule tours, and queued them to get booking info as soon as the venue launched. This kept momentum strong during construction.

Tour Booking Without the Back-and-Forth

A branded inquiry form pushed leads into Dubsado, sent them a pricing guide, and linked directly to a scheduler. No manual emails. Just instant info + a tour booking in two clicks.

Full Booking Automation (Post-Launch)

Couples could:

• Inquire
• Book a tour
• Select their space
• Add decor and floral packages
• Sign + pay – all through a guided workflow

Dual Catering Branches

Couples could use Mill Pond’s in-house catering or bring in their own vendor. We built:

• In-house: Portal displays menus and captures selections
• External: Upload field for caterer license + automated reminders until it’s received

This protected Toni’s team from compliance gaps and kept everything inside one smooth client experience.

Add-On Decor Catalog with Conditional Logic

We built a proposal that auto-sent before the event date – allowing couples to customize their decor with zero pressure. Using third-party code-free logic tools, the form updated dynamically based on client choices. That meant:

• Higher decor upsell conversions
• No overwhelm
• No scrolling through irrelevant options

Why This Setup Worked

This wasn’t a generic plug-and-play build. It worked because we got specific:

• We built BEFORE launch: The waitlist workflow created trust and efficiency before a single event happened.
• We used automation to upsell: Add-on decor and florals were baked into the flow – no extra effort required.
• We planned for exceptions: Dual catering paths made the process seamless regardless of what option the client chose.
• We kept the brand experience top-tier: Every form, email, and portal touchpoint matched Mill Pond’s high-end feel.

Want a Dubsado setup like this for your venue?

Let’s build a client experience that sells for you, schedules for you, and scales with you.