Calendly Dubsado integration: How to use Calendly in Dubsado Workflows

Is Calendly better than the native Dubsado scheduler?

As a Certified Dubsado Specialist and loyal Dubsado user since 2017, it pains me to admit this but…

Yes, Calendly’s appointment scheduler is much better than Dubsado’s.

(But it’s their entire business, so it shouldn’t be that surprising?)

Many wedding professionals prefer to schedule appointments with Calendly because Dubsado’s doesn’t work well for teams. It can only schedule appointments based on one person’s calendar and availability. (Note: Dubsado 3.0 is in development as of Fall 2025 with plans to update the scheduler.)

Why I recommend using the native Dubsado scheduler

Even though the Dubsado scheduler has limitations, the benefits usually outweigh the downsides.

Using Dubsado’s scheduler means you can use Workflows to automate all kinds of actions related to that appointment, saving you tons of time from doing things manually. And wasn’t time-saving automations the reason you chose Dubsado in the first place?

Some of my favorite automations around appointments are:

• Updating the project status once an appointment is scheduled
• Send a proposal after the appointment has ended

But since Dubsado and Calendly don’t integrate, those workflow automations are only available using Dubsado’s native scheduler – unless you know the hack I’m about to teach you!

Does Calendly integrate with Dubsado?

Since Dubsado has a native appointment scheduler, it doesn’t integrate with third-party scheduling software like Calendly or Acuity.

But I’ll teach you a Calendly Dubsado integration hack that actually works, so you can use Calendly and still take advantage of Dubsado’s automated workflows.

How to Use Calendly with Dubsado Workflows (The Hack)

You’re in luck; there IS another way! Here’s my sneaky hack that allows you to use Calendly and still take advantage of Dubsado’s automated workflows.

The trick is to create a form in Dubsado where you can embed your Calendly scheduler. Dubsado is alerted once your client completes the form, and we can use the form completion to trigger the next series of actions in the workflow.

1. Create your appointment scheduler in Calendly

2. Create a questionnaire in Dubsado that includes your Calendly link

Make sure you use a Questionnaire, not a proposal. You can title it something like “Schedule Your Call.” The client will see the title of your form when it’s emailed through the workflow.

The form itself doesn’t have to be fancy – you only need a button or link to your Calendly scheduler (I prefer a big contrasting button because it’s more eye-catching) and instructions to submit the form once scheduled.

How to add a button in a Dubsado form:

• Add a text box
• Write out your button
• Highlight the text and from the formatting options, select Formatting > Insert Link or Button > Button
• Where it says URL, enter the link to your Calendly scheduler
• Where it says Text, you can adjust the label on your button
• Check Open in a New Tab
• Click Insert and the button will appear.

3. Add the Dubsado questionnaire into your workflow

How to send a form in a workflow in Dubsado:

• Go to Templates > Workflow
• Choose the workflow you’d like to edit, then click the gear icon (or click Add Workflow to create a new one)
• Click Add Action.
• Under Action > choose Send Form
• Under When > choose the trigger and timing for this form to send
• Under Form Template to Send, select the form you just created
• Under Email to Send, select an existing email template (recommended) or write a new email here
• Click Apply to save

4. Trigger the next action using “after form is completed”

Now your Calendly scheduling link is nicely tucked inside of a Dubsado form. You’ve asked your client to submit the form once they’ve scheduled an appointment.

That means you can use workflow triggers “after form is completed” as a proxy for “when my appointment is scheduled in Calendly.”

So, basically…

Dubsado does not have a formal Calendly integration, but the Calendly and Dubsado integration hack describes lets you trigger automations in Dubsado when a client schedules an appointment with you in Calendly. Win-win!

The next step after getting your client workflows dialed in? Making sure your website is attracting the dreamiest couples so you can actually use them.

Here’s how I can help:

→ Grab my free website checklist to help you check everything from first-glance design impressions to behind-the-scenes SEO basics so you can feel more confident sending people to your website.

→ Explore website templates for photographers who want to stand out online without starting from scratch.

→ Browse my web design services and let me design your services page (or your whole website)!