32: How to Use ClickUp and Dubsado Together (with Abby Martinez) (The Systems and Workflow Magic Podcast) • Dolly DeLong Photography

32: How to Use ClickUp and Dubsado Together (with Abby Martinez) (The Systems and Workflow Magic Podcast)

Episode_32_The_Systems_and_Workflow_magic_podcast

As part of our current Dubsado series, each week we are taking a look at how you can make better use of the CRM to improve the systems in your business. Today our special guest is the one and only Abby Martinez, owner of Abby Martinez & Co, an OBM and VA agency. Abby is here to give us our very own masterclass in connecting Dubsado with ClickUp and how the two platforms work best together. She may just convince me to try it out myself!

The Systems and Workflow Magic Podcast is brought to you by Dolly DeLong Education. This is a podcast for creative business owners who want to learn tangible steps to automate their business through workflows, systems, tools, and strategy in order to go from scattered to streamlined with purpose. Because even muggles can become automated wizards.

Dubsado Toolkit for Creatives

Are you a family photographer looking to utilize Dubsado for your business? I’ve created the essential toolkit you need for your family photography business in order to better streamline & automate the backend of your client’s journey & services!

Review the Show Notes:

Get to know Abby Martinez (1:54)

Why you need both Dubsado and ClickUp (4:21)

Why you should be using ClickUp (6:03)

Best ways to use Dubsado and ClickUp together (8:55) 

Additional strategies for using Dubsado and ClickUp together (13:27)

Using automations and triggering inside ClickUp (19:39)

Favorite automations between ClickUp and Dubsado (22:00)

Words of wisdom for business owners (27:39)

Get connected with Abby (30:48)

Dubsado is an all-in-one business management tool that allows you to send contracts and invoices, handle project management, create questionnaires and other forms, manage bookkeeping, track your time, send and receive emails and SO much more… all from ONE place.

Try Dubsado >>

Links Mentioned

Dubsado Toolkit for Creatives

How to Create a Contact Form that Wows

Connect with Abby ⬇️

Website

Instagram

Connect with Dolly ⬇️

instagram.com/dollydelongeducation

facebook.com/DollyDeLongEducation

pinterest.com/dollydelong

📖Interested in reading a blog post that corresponds with the topic of onboarding your client? Check out a great read HERE 

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Review the Transcript:

Dolly DeLong
Welcome to the systems and workflow magic podcast where I help entrepreneurs go from scattered to streamlined in their creative businesses. I’m your host, Dolly DeLong, a wife, a mom, and a photographer turned systems educator. Join me every week as we have conversations centered around creating tactical workflows, automation, and your business. Now, let’s make some strategic workflow magic. Hey, all, and welcome back to the systems and workflow magic podcast. This is Dolly. And, as always, I am so excited that you chose to tune in today, I want to remind you all that we are currently in a Dubsado series. So every week, we are talking about a different aspect of Dubsado Why it’s amazing and how you can use it within your own creative business or small business. And today I have a special guest on and her name is Abby Martinez. I’m not, that’s all I’m gonna say because I’m gonna let her introduce herself to you. But she is our resident click-up expert. And she’s going to be sharing how to use Dubsado and Clickup together. And this is something I’m so excited about learning because, as you all know, I use Trello. So I have no context of how to use ClickUp, I wish I could learn how to use all the task management software tools. But alas, I’m human, I only have a finite amount of hours per day. So I’m so excited again to have Abby on here because she’s going to be sharing almost like a master class with us on how to use these two systems together in order to be more streamlined for our business. So again, we have Abby Martinez here, and I’m gonna let her introduce herself to you.

Abby Martinez
Awesome. Thank you so much for having me on the show. Dolly. I’m so excited to be here. And yeah, like dolly said, my name is Abby Martinez and I am small business systems and workflow guru. I’m also a Dubsado enthusiast, and I love that today we’re gonna be talking about how to use Dubsado and Clickup together. So a little bit about me, I am from Iowa. And I am the founder of Abby Martinez and CO which is an OB him and VA agency. I’m really passionate about helping women bring their business vision to life through behind-the-scenes tasks, Systemizing their businesses, and also helping them experience more joy and alignment in their work. Because I really believe that we are just better together and nobody should be doing business alone. So we are going to, yeah, we’ll just kind of dive into the topic of Clickup and Dubsado.

Dolly DeLong
Abby before you began, can you like share with everybody? I know you share that you have an OBM MBA agency. But can you share a little bit with the listeners? Like? Did you have you always use Dubsado? Did you use another CRM tool before? Dubsado?

Abby Martinez
Great question. So I actually use honeybook before I use a set-out. And I know that there are a lot of people who do use honeybook and I still love honeybook, I think it’s a great tool. And it’s actually what I teach. I also do coaching for virtual assistants. And I teach them to use it because it’s really basic and easy to use. And Dubsado can be a little bit more robust. But I moved over to Dubsado this past year because I run an agency and I needed to be able to have more workflows and automation. And it just Yeah, it’s more robust. And it just makes it a lot easier to save my time. And not have to, you know, always be in my inbox, I can have different, you know, workflow setup and automation so that we can either onboard a new team member or onboard a new client into the business really seamlessly. Awesome.

Dolly DeLong
I was just curious about that. And again, like I know that in this series, there’s also I don’t know if it’s going to air before or after this, this is like how scattered I am, which is so funny, because I always talk about how not to be scattered, but there is also going to be a topic about HoneyBook versus Dubsado. So for those of you who are listening to the series, know, that I am trying to present different alternatives to Dubsado. But also as Dubsado has is very robust. And so again, I’m so excited about having Abby on here. Okay, I’ll be quiet. But.

Abby Martinez
I love it. That was a perfect question. So let’s just dive in. So the first thing that I really want to talk about is why do you need both Dubsado and ClickUp? Right. So we know I’m sure your listeners know what Dubsado is why we need it, and why we should use it. And so there are some distinct differences between the two. And a lot of times people get these two confused. So Dubsado is actually a CRM, which you know, that’s where you can manage your clients. And ClickUp is actually a project management tool. And so having both of them working hand in hand together is going to create a better experience for the back end of your business and also for serving your clients especially when you’re in a service-based business right. So why have both you want to have that CRM piece and you want to have that project management piece, just to make everything, you know, flow smoother. So, a lot of times people think that just having one of those is going to, you know, we’ll all say something like, Oh, do you have a CRM? And someone will say, Oh, yeah, I’m using Trello. And I’m like, well, that’s, that’s not a CRM. And so there’s, there’s that education piece that needs to happen is like, why do you need both? Right? And so, just a little bit about that. So Dubsado, you’re able to, you know, obviously have clients, you know, inquire through a form and set up that automation. And there are some small task-based things that you can do through Dubsado. Like task lists, which are great for super basic projects, as you probably know, however, you can’t assign tasks really, to the clients, and clients neither see all of the tasks or no class, no task, there’s less control here. Whereas when you have Clickup, as that dedicated project management tool, it is more robust, right? So you can set things like recurring tasks, task automation, setting certain conditions, tasks, dependencies, and blocking things from getting started until something else has been completed. It’s just really important to have both. So let’s talk about why ClickUp is so great. And why I think that most people should be using ClickUp. me right now. Yes, yeah, yeah. So I know that there are so many different project management tools out there, I actually started on Asana, when I first got started, click up was really new at that time. And I hadn’t really yet discovered it. And so Asana is great. And also, I love ClickUp more, because of the hierarchy of how they’ve set up and its structure of it. So they have your spaces. And then inside of spaces, you can have folders. And then inside of folders, you can have lists and tasks, and different statuses. There are lots of different automation that you can use inside of ClickUp, which are super helpful, I just think that it’s really robust. And having that automation, you’re going to hear me say automation, like a million times, because I think it’s so important for your business. For me, I prefer the look of it much better than any other project management tool that I’ve used. And it’s really, really great for team management. So adding team members, like for myself, I run an agency, so we have, you know, a pretty big team. And so having them in there, and being able to manage their work and seeing what they’re doing. And all of that is just like a great place to house that. So I personally am like a huge Clickup fan. I think it is one of the best project management tools out there. I’m not, you know, like an affiliate for click up or anything like that. I’m just saying it because it’s truly what I use and loves the best.

Dolly DeLong
I’m like raising my hand. I know, like raising my hand. I have a question. Um, I don’t use ClickUp again, I use Trello. But for the listeners who are just now getting started on a project management tool, is there a free version of ClickUp? Or do they have to pay for it?

Abby Martinez
Yep, there’s a free version of Clickup, which is great, because you can use a lot of the features in the free version, which is one of the things that I love because I know when I was using Asana, some of the things that I wanted it to do, you had to be in the paid version. Yeah, yep. And I know that they’ve updated. I know Asana has updated some of the things that they have capabilities of now. But as I said, click up, you know, you can work on the free version with a lot of the settings that you would likely want to have. And the hierarchy of it just makes more sense.

Dolly DeLong
Awesome. This is so this is great. Okay, I mean, I’ve been learning a little bit more about Clickup through our mutual friend, Don Richard said, but I am like, oh, I don’t know if I should like do the switchover from Trello to Clickup but like, the more and learning about it, I’m like, maybe I shouldn’t do is switch over to click up because yeah, it just sounds like an amazing, robust, like you were saying tool. So.

Abby Martinez
yeah, I’m all like I’m Team click out 100% I think everyone should get on click up, I think you’ll find to like coming from the background of Trello. Like, I think Trello is great. Like you have that board view. But, I just, you can have the board view also in click up like you can have all sorts of different views inside of you know, like one list or one folder. So yeah, I just think that there’s especially if you love automation, which obviously does because you’re using Dubsado is like the way to go for sure.

Dolly DeLong
Okay, this is great. Now that we’ve defined what ClickUp is and what Dubsado is, can you share some best ways to use Dubsado and ClickUp? Together?

Abby Martinez
Yes, so Dubsado and Clickup are like peanut butter and jelly, you gotta have them together. So the way that Dubsado and ClickUp actually work together is through a third-party tool called Zapier, so you need to have Zapier in place to be able to use these together. And if you’re not already using Zapier, I definitely recommend using it in general, like they do have a free version of that too. Like up to so many zaps is what they call them. Basically, it’s like a webhook, it’s an API you set it up together so that when something triggers in your Dubsado then it can trigger something else to happen in ClickUp. And it’s not just used for Dubsado and Clickup. There are so many different things like that. You can use it with like Thrive card and really if you name it, you can probably use this.

Dolly DeLong
I use Flodesk and totally Yeah,

Abby Martinez
Yep, absolutely. Yeah, Zapier is like, Yeah, gotta have Zapier as well. So kind of you to use the two together, what I really recommend here is that you’re going to start in the Dubsado. Right? So Dubsado is really going to be the part where you’re going to have that inquiry, you know, you’re going to set up your your your call, use your schedule or set up your call and then send over your proposal contract invoice and then when somebody signs on to the project, then the project can start moving over into ClickUp, where you’re going to actually execute the project. Okay, yeah, yeah. So like I said at the beginning, Dubsado has some capabilities of like tasks and setting up, like reminders to do things, but having it moreover and click up for the actual execution of the project is where like, the magic is gonna happen. And then you would come back to Dubsado, for more of that onboarding piece, where you’re gonna send out your testimonial, your, you know, your feedback questionnaire, those onboarding emails, so that’s kind of how it, you know, comes full circle to use those two together at that high level.

Dolly DeLong
Okay, so it sounds to me like a lot of work. ClickUp is living in this relationship is in the middle of the client relationship phase, like not the onboarding phase, what kind of the onboarding phase but the inquiry phase is more through Dubsado. And then you’re funneling them to being like to book with you, essentially. And then once they’ve signed essentially signed that contract, then they are funneled into ClickUp.

Abby Martinez
Yes, exactly. So there’s still going to be things for onboarding that happen inside of Dubsado, such as that initial, you know, if you have an onboarding questionnaire, yeah, if they’re setting up their first, you know, onboarding appointment with you, all of those things, you know, can still be sent through Dubsado. And, I recommend having the workflows there for that piece. But then when it comes to, there are two ways, so if you want to have like if you yourself, or if you have a virtual assistant on your team, who’s going to be checking your onboarding, let’s say you’re enrolling for a mastermind, or you know, wedding photography, or family photography, you could also have an SOP template and click up which is basically, it would be a list and you’d use it as a template. So that way, when someone has signed their contract, you can use that Zapier to start a new project and Clickup. So let’s say I’m signing the contract for let’s say, it’s wedding photography, right? So let’s say I’m signing the contract for a wedding. And I know on the backend like these are the things that have to happen for onboarding. Now, some of that can happen in Dubsado. But you should always just double-check that things are happening, right? Because sometimes technology can fail us. Yeah. So if you have, like I said, if you have a virtual system, or even for yourself, what you can do is have a zap just to create that template list of the things that need to happen. And you can check them off and it would set the due dates for you on the tasks and assign them to yourself, or your virtual assistant to check off. So I like to have that for onboarding just because it helps to make sure that nothing is missed, especially when you have someone on your team managing that piece.

Dolly DeLong
I love that so much. And for those of you who are listening and just brand new to the world of automation, systems, and workflows. Sop stands for Standard Operating Procedures. So what are your standard operating procedures for an individual service that you are offering? How do you break each piece and component down? Yeah. Okay, so okay, so this, this is making sense, especially for me who I am, I feel like both of us are pretty visual. So I’m like, visualizing, okay, like the relationship starting with ClickUp. Like, kind of like in the middle of the funnel-like like Dubsado is leading it. And then Clickup is introduced. And then like you said, offboarding, ys Dubsado is reintroduced, but they’re still working together. Yes. Okay, exactly. So let’s talk about more examples of how we can use Dubsado and Clickup together.

Abby Martinez
Totally. Yep. So like I said, that was kind of the onboarding piece. And I do recommend having that backup, like SOP so that you’re not just depending on your automation, like, automation is great, but you always want to just double check things are happening. And then the next piece of that is the execution of the actual project. So a lot of times, if you don’t have this, I do recommend having like, processes. So those SOPs, those standard operating procedures of how you’re going to produce the work. So maybe you have phases, or maybe you have for wedding photography, I would assume you know timelines for us as OEMs we have different phases of projects that we work on, or if it’s a VIP day system setup, you’re going to have those phases, right. So one of the cool things is when set, when somebody signs that contract, they’re ready to go, and Dubsado not only can you have it trigger that onboarding, template, or SOP, you can also have it you know, create a folder, or a list or a space for you to actually do the project. And it can have the template of each phase. So that’s something that you would build out initially and click up is your phases, your templates for the tasks that happen on each page of your project, you can pre-assign that so save it as a template, pre-assign it to who it needs to go to set up due dates based on when things happen in phases of your project. So once they sign that contract, and you have that zap it can go over to ClickUp and automatically start that folder or list that you’re wanting with those dates in there. So that is a super great way to be able to actually execute the project when somebody is ready to work with you.

Dolly DeLong
When you say it all together, it sounds very overwhelming. But then also, if you take a step back, though, if you do it all at once, not all at once, but when you take the time to write out these processes, in the long run, you’re saving so much time for yourself. Exactly, yep.

Abby Martinez
And it’s it is a lot of work upfront. And I don’t recommend sitting down and trying to do it all at one time. Like, start with one repeatable task, or one repeatable process in your business. So let’s say you’re booking weddings, and you know, you have phases of your timeline, start there, and start in as a Google Doc and write out like, what is your process what happens, right, and then take that into ClickUp and make you, your list of to dues the things that have to happen, okay, and save that as a template. So start with one thing, don’t overwhelm yourself and try to like, flip your whole business at one time, that’s gonna, that’s gonna be a lot, it’s gonna be really overwhelming it, it would take you hours to do that days, weeks, probably. So definitely, you know, focus on one thing, think about what is something that takes up the most of your time right now? And how can we streamline and systemize that by using, you know, having your Dubsado setup and then bringing it over for the execution into ClickUp?

Dolly DeLong
Okay, I love that so much. And I love that you even have this written out. The key here is not to reinvent the wheel every time.

Abby Martinez
Yep, it’s huge, right? And I just mentioned those repeatable processes in your business. So when you’re starting to write your SOPs, think about those repeatable processes in your business, because those are the things that are sucking away your time, which is sucking away your money, honestly, like it’s directly related. And so having these things in place in your business is so important. And I hear it a lot of times where people wait too long on their systems and have these things in place. If you’re starting a business today, like if you’re just getting started, like Do not wait on your systems, like get it set up. Now from the start, they can ebb and flow and you can change them as you go. But it is ultimately going to save you time, which ultimately increases the revenue in your business.

Dolly DeLong
I 100% agree with you on that for sure. Raise your hand if you are a photographer who feels like you are on the struggle bus with Dubsado because you don’t know where to begin with automating and streamlining your business. Yep, you feel like you bought the CRM platform only to feel more confused and frustrated. And you just want to throw your hands up and try something else. That seems easier. Well, before you give up too early, I want to let you in on a little secret. I have been working behind the scenes to create a resource for family photographers that would break down the foundational concepts of Dubsado in bite-size and attainable pieces to make you feel more confident and create workflows. If this sounds too good to be true, it’s not. I have taken my knowledge as a certified Dubsado specialist and have created a framework I use for my own VIP clients. And I have put it in the form of a resource called the Dubsado toolkit for family photographers. It’s a go-at-your-own-pace course, which I have purposefully divided up into seven parts to be consumed in one week so that you can go from scattered to streamlined in your workflows in under one week. This resource comes with templates, swipe files, and loads of essentials to better automate your family photography business. To learn more about this resource, head on over to the show notes to join the waitlist. Because the doors open soon to the Dubsado toolkit for family photographers, and I have so many bonuses, I cannot wait to share with other photographers, from one family photographer to another. I want you to be more organized and streamlined in your business so that you can make big and bold moves as you scale your business. So what are you waiting for? I know you have more Clickup magic to share with us before I like to interject. So I’m gonna let you take over. Yes, yeah, I’m excited about this. Like I’m learning so much right now.

Abby Martinez
Good. Yeah, I hope after this you’re convinced to jump over and try.

Dolly DeLong
I will have to find the time to learn all this for sure. Yes. Yeah.

Abby Martinez
And I would say yeah, like I said, like take it slow, you know, do a little diving in. Don’t try to like overhaul it all at one time. Because like I said it can get overwhelming but I think the more that you set up your Clickup or move over there, the more you’re going to find that yeah, things just time eases up for you. So yeah, yeah, so a little bit more about ClickUp. I wanted to share one of my favorite ideas and tips for using ClickUp and triggering. So inside of ClickUp itself. You can also set automation without having to use Zapier. So I know a lot of people a lot of business owners who run masterminds or group coaching programs. This could also be used for customer success but inside to click up, you can have forms. So like a Dubsado form, you can make one directly inside of ClickUp. And the cool thing about this is that once someone fills out your form, you can have an automation setup. So it’s going to assign you a task, or, you know, you can change project statuses or different things based on that. So, an example for masterminds or group coaching programs, a lot of times your students are submitting something for you to review. And so you could create this form inside of Clickup, where they can submit whatever it is, maybe it’s a pricing guide, or maybe it’s their website, or whatever it is, right, they can submit that through that form to you. And then you can set up that automation inside of ClickUp. So it can assign you a task to go review it. So maybe your day for reviews and your mastermind is on Thursdays, you would have that set to a due date for Thursday. So it just automates that process, instead of having to go back and forth via email, it’s gonna save you time, it’s gonna keep everything in one spot. So you’re not having to, like go all over the place to find where did somebody submit this? Yeah, just keeps it really streamlined. And then another example of this is if you are not running, you know, a mastermind or group coaching program, one of the ways that you could use this is for customer success, okay? So if you have some type of business where your customers are going to be inputting, you know, their feedback, or submitting a request, like a ticket or something like that, you can have that same process in place. So you could have that form they can submit, and then it can assign a task for you to review within 24 hours. So again, it keeps things streamlined and automated to assign those tasks to you to make sure that your customers are being supported really well.

Dolly DeLong
So is it kind of like a Google Form?

Abby Martinez
Kind of Yes, exactly. Yep. Okay, that’s, oh, that’s amazing. Yes. Because then it keeps it right in your project management tool. And I’ve seen people use this for hiring for applications for their masterminds, you know, you could even use it as an inquiry form for your business.

Dolly DeLong
So instead of just having an inquiry form through Dubsado, create one in ClickUp. Yep. And then from there, kind of like merging the contract from Dubsado. With, yeah. Can you share some of your favorite automation between ClickUp? And I know you’ve been sharing, but like some more that you’ve either recently discovered, or you use all the time for all your clients between Clickup and Dubsado. Yep.

Abby Martinez
Yeah. So I will say that, as I said, Zapier is the tool that you have to use. And if you go to Zapier, and you can look at the tool, and you can kind of see the different things that you’re able to do with that. So if you’re like interested in doing some of your own research, definitely go to the Zapier website to check that out. But I will say a lot of it has to do with when someone signs a contract, when someone pays an invoice, when someone starts a project when a new inquiry happens, right? Then you can zap something to happen over to Clickup. So some of the big examples of things that we do in our business. And I’ve already talked about the onboarding piece we do it twofold. So we do it with our clients, where if someone has signed their contract, we have the automation for the onboarding, list to be duplicated, and click up and assigned to our team manager to get that rolling. And then the same thing with our team as well. So like if we’re adding a new team member to our agency, we can do the same thing there where we have that onboarding checklist duplicated and then they go through that, I would say the other thing is, like I said, for the project execution, one of my favorites is starting a new folder. So in the hierarchy of our Clickup, we have a client management space. So when a new client comes on, we have an inside of those spaces, we have a templated folder. And inside the folder, we have different lists. So we might have the lists for the client URLs and information, client tasks, and client meeting notes, that are already set. So you’re not having to reinvent the wheel each time. So when someone signs on and is ready, we can automate that folder to be set over and click up, and then you know, if you have task lists like sending questionnaires sending over client gifts, all of those things can be in there and already pre-assigned to whoever it needs to have that task done.

Dolly DeLong
Wow, that sounds amazing. I love that so much.

Abby Martinez
Yeah. I’m curious to know Dali as your as you’re listening to this, like what is coming to your mind of like something that you think right off the bat that you’re like, Oh, I’d love to use ClickUp for this.

Dolly DeLong
Well, especially the client experience and client relationships are really important to me, like in all phases of my client journey. That again, whenever I like to say the word journey or relationship or how I make a person feel I always feel like I sound woo-ooey but it’s really true. Like I want to make sure people feel like humans and they know that they’ve seen and heard. So throughout each client phase, for like my services, let’s just say family photography. For example. Since I do a lot of family photography. I want to make sure that they’ve seen and heard in some way through like even the onboarding process and the onboarding process and even in the middle of our like time together, which is the actual service. So I like having reminders for myself about hey, like, send a thank you note to this client after they book with you or hey, send him a video to the client, letting them know like, Hey, this is what to expect to, like, your client experience guide is on its way, this is how you can prepare for your photography experience with me, I just want to like make sure that I’m infusing client experience throughout the whole client workflow. And I’m thinking like, okay, like, it would be good to have reminders, I set up these reminders for myself in Dubsado. But it wouldn’t be really good to have any project management tool, like you were saying earlier because technology fails, like all the time, unfortunately, we can’t depend on it. As much as love Dubsado. It sometimes fails me. And so it would be good to have like a sec, like a second project management tool like ClickUp, with all my SOPs written now, that triggers at certain points of the client workflow, if that makes sense. Like thinking through them like, oh, that sounds really good. That sounds like a really good idea.

Abby Martinez
Yeah. And the cool thing about that, too, you just made me think of this, as you’re talking about, like sending those reminders or, you know, sending an email to your client, like you can attach to your Gmail in click up. So like, if you’re in a task, and you want to send an email to the client like you don’t have to leave, click up to do that, you can do it straight from Clickup, which is great because saving yourself more time. Yes, it’s right there for you. So that’s super cool. And then the other thing that you made me think of when you were talking about that, and I don’t know, you could totally use this in your photography business. And also, it would be something really cool to use for like your Dubsado builds up build-out. But inside of Clickup, they have what are called dashboards. And you can create these really cool customized dashboards for your clients. And you can break it down for like phases of the project. So they know like where things are at, you can have you know, if you have onboarding tasks for them, you can have a list of tasks that are assigned to them and children. So they can see that one of the fun things I like to do, because we do you know, OBM work with our clients and VA work, we would use this more for OBM clients, but you can put like a fun little playlist from Spotify in there, like get your Monday going type thing. And then you can also link in a button to take them over to their Dubsado, like their login to see their contracts or invoices and stuff like that. And it’s really nice because you can just have it in one spot. And you can make it really branded and really pretty. And it just likes up the client experience a little bit.

Dolly DeLong
I love that so much. So it’s kind of like their own portal within ClickUp. Yes, Abby, I think you’re like slowly converting me really slowly. It takes me a while to like wrap my head around new programs. And really, I have a feeling like ClickUp is going to be like my big to-do project in the next year or so. So I’m excited about implementing all of this. I know you’ve shared so much about Dubsado and Clickup. Do you have any other words of wisdom that you would impart to let’s say, let’s break this down like to the newer business owner, who is just now starting to use Dubsado? And ClickUp? Do they want to? Yes, so like how to get started with that? And then maybe more to the intermediate and advanced users?

Abby Martinez
Yeah, great question. So for newer business owners who are just getting started, I would say if you don’t even have like, if you’re just getting started with Dubsado, like, get really, really comfortable with using Dubsado. Get really clear on your client workflows and get really clear on your client experience, right? Pick one. So if you have multiple offerings, pick one, really hone in on that, and get that set up the way that you would like it to be in Dubsado. And then think about how you can incorporate Clickup into that process. But only start with one when you’re first getting started because you don’t want to overwhelm yourself. And I also like I think I mentioned this earlier, but I love to start everything in like a Google Doc. So that you can kind of like map out literally step for step what it is that you’re doing. So it’s basically building out that SOP so getting really clear on what that’s going to look like before you actually start trying to build it out inside of Dubsado or Clickup. So that you can process map that if you are more of a visual person, you can, you know, use like a tool where you can like actually process map that like they. have that actually inside of ClickUp, which is really cool. And then for intermediate business owners, I would say probably similar like I think really getting clear on those SOPs is going to be key for you. So I would really dive into spending time there. Because you can’t really build a process around it. You can’t use the system of Clickup or Dubsado to really support you unless you have those SOPs in place and you know, what needs to happen? What is the workflow what’s going to happen? So I would really hone in on like your business holistically. And not just like one thing, I would dive into automation like if you aren’t, let’s say you’re an intermediate business owner, and you’ve you know, you were really comfortable with Dubsado or your CRM platform, I would start really diving into ClickUp and creating your SOPs inside of ClickUp. And looking into that automation of what you could use to better improve your client experience.

Dolly DeLong
In like, I know that there is a free version of Zapier but the paid version is starting at $25. So don’t quote me but I feel like it’s very low entry-level it is. Yep, that’s awesome. $25 a month is not that bad, y’all like it’s yeah, great. Thank you. So this is like, I’m gonna be like, probably re-listening to this over and over and like taking copious notes. Again, dragging my feet slowly more and more towards Clickup. Because I just hear so many awesome things about Clickup. But I just want to say thank you so much for taking your time to share all of this knowledge with us.

Abby Martinez
Yes, thank you so much Dolly for having me. This has been so great. And I’m super excited to hear about your personal journey with moving over to click off because it’s totally happening. And yeah, I know, ClickUp can be kind of an overwhelming topic to talk about it is a little bit easier to learn visually. And so my biggest recommendation is just to dive in. Start learning. It doesn’t have to be perfect, but you got to start somewhere.

Dolly DeLong
I know I agree with you, Abby, how can people find you connect with you, and work with you?

Abby Martinez
Yeah, so like I said at the beginning, I do run in OBM and VA agencies. So we’re always looking to work with lovely, creative entrepreneurs. So you can find us at Abby Martinez.co. Again, it’s dot co, not com. And then you can find me on Instagram at Abby Martinez CO and I would love to connect with you there. And Abby,

Dolly DeLong
do you have any free tools for the listeners that you would like to share with the audience?

Abby Martinez
Yes, so I don’t have anything specific to Clickup at this time. But I do have a free guide for if you’re looking to onboard a VA into your business or if you’re listening and you are wanting to add virtual assistant services. I know a lot of photographers like to add that as a side thing. I have some freebies there so you can find those at my website and I can send those links to you to add to the show notes.

Dolly DeLong
Yes, I will definitely have it in the show notes. Um, I want people to connect with you and take advantage of your wisdom and knowledge because you’re like this was like a little mini masterclass. For me at least like this is something that you would have to pay somebody to teach you. So thank you again, Abby, so much for taking the time for us. Of course. Thank you. Awesome. Well, everyone, I hope you will give this a listen again and take notes. And like Abby said, reach out to her on Instagram, if you want to continue the conversation about Clickup and any other systems-related questions because she is just a she’s a wizard you all she’s amazing. And I’m so glad I was able to finally meet her in person online. I hope you all have a wonderful week and I will talk to you all later. Bye. Thank you so much for listening to the systems and workflow magic podcast. You can find full show notes from today’s episode at Dolly DeLong Photography.com forward slash podcast. If you’re loving the podcast, I’d be so honored if you’d subscribe and leave a review on your favorite podcast player. Be sure to screenshot this episode, share it to your stories, and tag me at Dolly DeLong education over on Instagram. Until next time, go make some strategic workflow magic.

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